[Privacy Act Issuances (2005)]
[From the U.S. Government Publishing Office, www.gpo.gov]
GENERAL SERVICES ADMINISTRATION
Table of Contents
GSA No....OMB No....Name of system
GSA/Agency-1...NA...Employee related files.
GSA/GOVT-2...NA...Employment under commercial activities contracts.
GSA/GOVT-3...NA...Travel Charge Card Program.
GSA/GOVT-4...NA...Contracted Travel Services Program.
GSA/GOVT-5...NA...Access Certificates for Electronic Services (ACES)
GSA/HRO-1...23-00-0001...Standards of conduct files.
GSA/HRO-2...23-00-0004...Employee drug abuse/alcoholism files.
GSA/HRO-3...23-00-0006...Occupational health and injury files.
GSA/HRO-4...23-00-0007...Labor-management relations files.
GSA/HRO-5...23-00-0009...Employee benefits files.
GSA/HRO-6...23-00-0022...Listing of physicians.
GSA/HRO-7...23-00-0027...Motor vehicle operator applications.
GSA/HRO-8...23-00-0026...Credentials, passes, and licenses.
GSA/HRO-9...23-00-0104...Emergency Management records.
GSA/HRO-10...NA...Grievance records.
GSA/HRO-37...23-00-0110...Security files.
GSA/HRO-38...NA...Citizens' Commission on Public Service and
Compensation (CCPSC) Candidate and Alternate Member Files.
GSA/PPFM-1...23-00-0032...Disbursement and accounts payable files.
GSA/PPFM-3...23-00-0034...Travel system.
GSA/PPFM-5...23-00-0036...Payroll, time, and attendance reporting
system.
GSA/PPFM-6...23-00-0100...Employee credit reports.
GSA/PPFM-7...NA...Credit data on individual debtors.
GSA/PPFM-8...NA...Comprehensive Human Resources Integrated System
(CGRIS).
GSA/PPFM-9...NA...Payroll Accounting and Reporting (PAR) System.
GSA/PPFM-10...NA...Purchase Card Program.
GSA/ADM-24...23-00-0024...Investigation case files.
GSA/ADM-25...Internal Evaluation Case Files.
GSA/OEA-1...23-00-0103...Record of Defunct Agencies.
GSA/OGC-2...23-00-0040...Attorney placement.
GSA/OGC-4...23-00-0042...General law files.
GSA/OGC-6...23-00-0044...Potential employee referrals.
GSA/REGADM-3...23-00-0070...Biographical sketches.
GSA/REGADM-4...23-00-0071...Official correspondence files.
GSA/REGADM-6...23-00-0102...Ridesharing system.
GSA/PBS-3...23-00-0075...Incident reporting, investigation,
contingency planning/analysis, and security case files.
GSA/PBS-4...System for Tracking and Administering Real-property
(STAR).
GSA/ADTS-1...23-00-0076...Classified control files.
GSA/ADTS-2...23-00-0077...Congressional files.
GSA/ADTS-4...23-00-0079...Emergency notification files.
GSA/ADTS-5...23-00-0080...Financial management files.
GSA/ADTS-7...23-00-0082...Workload measurement files.
GSA/ADTS-8...23-00-0096...Special purpose telephone contact listings.
GSA/FSS-9....23-00-0091...Cataloging action master file-work
measurement.
GSA/FSS-12...23-00-0094...Accountability and property inventory
systems.
GSA/FSS-13...NA...Personal Property Sales Program.
GSA/OAP-1...NA...Parties Excluded from Federal Procurement and
Nonprocurement Programs.
GSA/OAP-2...NA...Acquisition Career Management Informaiton System
(ACMIS).
GSA/ChildCare-1...NA...GSA Child Care Subsidy.
GSA/TRANSIT-1...NA...Transportation Benefits Records.
GSA/AGENCY-1
System name:
Employee-related files.
System location:
The system of records may be located at the supervisory or
administrative office level at all GSA facilities and at commissions,
committees, and small agencies serviced by GSA.
Categories of individuals covered by the system:
The individuals covered are present and former employees of GSA
and of commissions, committees, and small agencies serviced by GSA;
applicants or potential applicants for positions in GSA, persons
employed by other agencies for employee relief bills, volunteer
workers, and uncompensated workers.
Categories of records in the system:
The system records contain the individual's name; social security
number; birth date; home and emergency addresses and telephone
numbers; personnel actions; professional registration;
qualifications; training; employment history; awards; counseling;
reprimands; grievances; appeals; leave; pay attendance; work
assignments; performance ratings; injuries; permit and pass
applications; unpaid debt complaints, including nonpayment of child
support; travel; outside employment; congressional employee relief
bills; and telephone call details. The system does not include
official personnel files covered by OPM/GOVT-1.
Authority for maintenance of the system:
Authority for the system comes from the Federal Property and
Administrative Services Act of 1949 (63 Stat. 377); Title 5 U.S.C.
and Title 31 U.S.C., generally; and Executive Order (E.O.) 12953,
February 27, 1995.
Purpose(s):
To maintain a personnel record system covering employees and
uncompensated workers. The system is used to initiate personnel
actions, schedule training, counsel employees on their performance,
propose disciplinary action, and manage personnel in general.
Routine uses of records, including categories of users and the
purposes of such uses:
a. To disclose information to a Federal, State, local, or foreign
agency responsible for investigating, prosecuting, enforcing or
carrying out a statute, rule, regulation, or order where GSA becomes
aware of a violation or potential violation of civil or criminal law
or regulation.
b. To disclose information to another Federal agency or a court
when the Government is a party to a judicial proceeding.
c. To disclose requested information to a Federal agency in
connection with hiring or retaining an employee; issuing a security
clearance; reporting an employee investigation; clarifying a job;
letting a contract; or issuing a license, grant, or other benefit by
the requesting agency when the information is needed for a decision.
d. To disclose information to the Merit Systems Protection Board,
including its Office of Special Counsel; the Federal Labor Relations
Authority and its general counsel; or the Equal Employment
Opportunity Commission in performing their duties.
e. To disclose information to the Federal Parent Locator Service
to assist in locating an absent parent and enforce child support
obligations against a delinquent parent. This includes routinely
cross-matching Federal personnel records with State records of
persons who owe child support to learn if there are any Federal
employees delinquent in supporting a dependent child.
f. To disclose information to an appeal, grievance, or formal
complaints examiner; equal employment opportunity investigator;
arbitrator; union representative; or other official engaged in
investigating or settling a grievance, complaint, or appeal filed by
an employee.
g. To disclose information to the Office of Personnel Management
(OPM) under the agency's responsibility for evaluating Federal
personnel management. When personnel records in the custody of GSA
are covered in a record system published by OPM as a Governmentwide
record system, they are considered part of that system. Other
personnel record systems covered by notices published by GSA as
separate systems may also be transferred to OPM as a routine use.
h. To disclose information to a Member of Congress or to a
congressional staff member in response to a request from the person
who is the subject of the records.
i. To disclose information to an expert, consultant, or
contractor of GSA in performing a Federal duty.
Policies and practices for storing, retrieving, retaining, and
disposing of records in the system:
Storage:
Paper records are kept in file folders and card files. Computer
tapes and disks are kept in cabinets.
Retrievability:
Records are retrieved at each location by name or social security
number.
Safeguards:
When not in use, records are stored in a locked file cabinet,
locked desk drawer, or in a secured room. Computer data is protected
by a password system.
Retention and disposal:
Record disposal is controlled by the handbook, GSA Records
Maintenance and Disposition System, OAD P 1820.2A. The records are
reviewed and updated yearly, and irrelevant documents are destroyed.
Once originals and copies are purged from the official personnel
folder, no other paper copies are kept. When the employee transfers
or separates from the agency, records are promptly sent to the office
that is to maintain the official personnel folder. The records are
screened to ensure that nothing is missing. Personnel history files
in the PIRS computer data base are written off to tape every 2 years
for indefinite storage.
System manager(s) and address:
The agency official with overall responsibility within his or her
jurisdiction is the head of service or staff for Central Office
employees and the regional administrator for regional employees. The
official responsible for a field office record system is the senior
official at the facility or the supervisor of current and former
employees or volunteers. The addresses of Central Office and regional
offices are listed at the end of this notice.
Notification procedure:
An individual who wishes to be notified whether the system
contains a record related to him- or herself should address an
inquiry to the supervisor or team leader where the employee worked.
If that is unknown, general requests can be addressed to the head of
the service or staff office for Central Office employees, or to the
regional administrator for regional office employees at the address
listed in the appendix.
Record access procedures:
An individual request to review a record can be addressed to the
supervisor, team leader, or official at the address where the
employee worked. If that is unknown, a general request can be
addressed to the head of the service or staff office for Central
Office employees, or to the regional administrator at the address
given in the appendix to this notice. For the identification
required, see 41 CFR part 105-64 published in the Federal Register.
Contesting record procedures:
The GSA procedures for contesting the content of a record and
appealing an initial denial of a request to access or amend a record
may be found in 41 CFR part 105-64.
Record source categories:
The sources for the information are individuals themselves, other
employees, personnel records, and persons who have complained of
unpaid debts, including nonpayment of child support.
Record system locations:
Central Office: GS Building, 1800 F Street NW., Washington, DC
20405.
New England Region: GSA, John W. McCormack Post Office and Court
House, Boston, MA 02109.
Northeast and Caribbean Region: GSA, Jacob K. Javits Federal
Building, 26 Federal Plaza, New York, NY 10278.
Mid-Atlantic Region: GSA, John Wanamaker Building, 100 Market
Square East, Philadelphia, PA 19107.
Southeast-Sunbelt Region: GSA, Summit Building, 401 West
Peachtree Street, Atlanta, GA 30365-2550.
Great Lakes Region: GSA, John C. Kluczinski Federal Building, 230
South Dearborn Street, Chicago, IL 60604.
The Heartland Region: General Services Administration, 1500 East
Bannister Road, Kansas City, MO 64131.
Greater Southwest Region: GSA, Fritz G. Lanham Federal Building,
819 Taylor Street, Fort Worth, TX 76102.
Rocky Mountain Region: GSA, Denver Federal Center, Building 41,
Denver, CO 80225.
Pacific Rim Region: General Services Administration, 450 Golden
Gate Avenue, 5th Floor, San Francisco, CA 94102-3400.
Northwest/Arctic Region: GSA Center, 400 Fifteenth Street SW.,
Auburn, WA 98001.
National Capital Region: General Services Administration, 400
Seventh Street SW., Washington, DC 20407.
GSA/GOVT-2
System name: Employment Under Commercial Activities Contracts.
System location:
Records on former employees are located at the civilian Federal
agency from where the employee was involuntarily separated and at the
commercial contract activity.
Categories of individuals covered by the system:
Former Federal employees involuntarily separated from Government
employment as a result of a commercial activity contract.
Categories of records in the system:
Records in the system include name and social security number of
employees involuntarily separated from Government employment as a
result of a contract and who accepted or rejected offers of
employment and the monetary value of pay and benefits offered.
Authority for maintenance of the system:
Title 5 CFR 550.701(b)(6); E.O. 11257, November 17, 1965; and FPR
Temporary Regulation 63, Supplement 1.
Purpose(s):
The purpose of the system is to provide Government agencies with
necessary information on former Federal employees hired by
contractors to ensure the proper distributions of severance pay by
the Government.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
a. In the event that a record indicates a violation or potential
violation of law, whether civil, criminal, or regulatory in nature,
and whether arising by general statute or particular program statute,
or by regulation, rule, or order issued pursuant thereto, the
relevant records in the system of records may be referred, as a
routine use, to the appropriate agency, whether Federal, State, or
local, charged with the responsibility of investigation or
prosecuting such violation or charged with enforcing or implementing
the statute or rule, regulation, or order issued pursuant thereto.
b. A record from this system of records may be disclosed to a
Member of Congress or to a Congressional staff member in response to
an inquiry of the Congressional office made at the request of the
individual about whom the record is maintained.
c. A record from this system if records may be disclosed to the
commercial activity contractor to provide the contractor with the
necessary information on former Federal employees who could receive
employment offers from the contractor.
d. A record from this system of records may be disclosed to a
Federal agency, in response to its request, in connection with the
hiring or retention of any employee to the extent that the
information is relevant and necessary to the requesting agency's
decision on the matter.
e. A record from this system of records may be disclosed to an
authorized appeal or grievance examiner, formal complaints examiner,
equal employment opportunity investigator, arbitrator, or other duly
authorized official engaged in investigation or settlement of a
grievance, complaint, or appeal filed by an employee. A record from
this system of records may be disclosed to the Office of Personnel
Management in accordance with the agency's responsibility for
evaluation of Federal personal management.
f. The information contained in this system of records may be
disclosed to the Office of Management and Budget in connection with
the review of private relief legislation at any stage of the
legislative coordination and clearance process.
g. The information contained in this system of records may be
disclosed to officials of labor organizations recognized under 5
U.S.C. chapter 71 when relevant and necessary to their duties of
exclusive representation concerning personnel policies, practices,
and matters affecting working conditions.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
The records are maintained in file folders and on lists and
forms.
Retrievability:
These records are retrieved by name and by Social Security
Number.
Safeguards:
When not in use by an authorized person, the records are stored
in lockable file cabinets or in secured rooms. Information is
released only to authorized officials on a need-to-know basis.
Retention and disposal:
Records in this system are to be retained for 4 years similar to
the contractor requirements of FPR 1-20.301-2(a).
System manager(s) and address:
Personnel officer of the department or agency where a subject
individual was last employed.
Notification procedure:
Individuals wishing to inquire whether this system of records
contains information about them should contact the contracting
officer or personnel officer at the agency where the individual was
last employed. Individuals must furnish the following information for
their records to be located and identified: Full name and the
department of agency and component at which previously employed.
Record access procedures:
Individuals wishing to request access to their records should
contact the contracting officer or personnel officer where the
individual was last employed. Individuals must furnish their full
name and department or agency and component with which employed in
order for their records to be located and identified.
Contesting record procedures:
Individuals wishing to request amendment of their records should
contact the department or agency contracting officer or personnel
officer at the activity where they were last employed. Individuals
must furnish their full name and the name of their last employing
agency, including duty station.
Record source categories:
Information in this system is provided by the personnel office,
contracting officer, and finance officer of the department or agency
where the individual was last employed and from the commercial
activites contractor.
GSA/GOVT-3
System name:
Travel Charge Card Program.
System location:
This system of records is located in the finance office of the
local installation of the Federal agency for which an individual has
traveled. Records necessary for a contractor to perform under a
contract are located at the contractor's facility.
Categories of individuals covered by the system:
Individuals covered by the system are current Federal employees
who have their own government assigned charge card and all other
Federal employees and authorized individuals who use a Federal
account number for travel purposes.
Categories of records in the system:
Records include name, address, Social Security Number, date of
birth, employment information, telephone numbers, information needed
for identification verification, travel authorizations and vouchers,
charge card applications, charge card receipts, terms and conditions
for use of charge cards, and monthly reports from contractor(s)
showing charges to individual account numbers, balances, and other
types of account analyses.
Authority for maintenance of the system:
5 U.S.C. 5707 and implementing Federal Travel Regulation, 41 CFR
300-304; 5 U.S.C. 5738; E.O. 11609; 36 CFR 13747 (1971); 31 U.S.C.
1348; Public Law. 107-56 Sec. 326.
Purpose(s):
To assemble in one system information to provide government
agencies with: (1) Necessary information on the commercial travel and
transportation payment and expense control system which provides
travelers charge cards and the agency an account number for official
travel and related travel expenses on a worldwide basis; (2)
attendant operational and control support; and (3) management
information reports for expense control purposes.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
a. To disclose information to a Federal, State, local, or foreign
agency responsible for investigating, prosecuting, enforcing,
implementing, or carrying out a statute, rule, regulation, or order,
where an agency becomes aware of a violation or potential violation
of civil or criminal law or regulation.
b. To disclose information to a Member of Congress or a
congressional staff member in response to an inquiry made at the
request of the individual who is the subject of the record.
c. To disclose information to the contractor in providing
necessary information for issuing credit cards.
d. To disclose information to a requesting Federal agency in
connection with hiring or retaining an employee; issuing a security
clearance; reporting an employee investigation; clarifying a job;
letting a contract; or issuing a license, grant, or other benefit by
the requesting agency where the information is relevant and necessary
for a decision.
e. To disclose information to an appeal, grievance, or formal
complaints examiner; equal employment opportunity investigator;
arbitrator; exclusive representative; or other official engaged in
investigating, or settling a grievance, complaint, or appeal filed by
an employee.
f. To disclose information to officials of labor organizations
recognized under Pub. L. 95-454, when necessary to their duties of
exclusive representation on personnel policies, practices, and
matters affecting working conditions.
g. To disclose information to a Federal agency for accumulating
reporting data and monitoring the system.
h. To disclose information in the form of listings, reports, and
records of all common carrier transactions including refunds and
adjustments to an agency by the contractor to enable audits of
carrier charges to the Federal government.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records are stored in file folders. Electronic records are
stored within a computer and associated equipment.
Retrievability:
Records are filed by name, Social Security Number, and/or credit
card number.
Safeguards:
Paper records are stored in lockable file cabinets or secured
rooms. Electronic records are protected by passwords, access codes,
and entry logs. There is restricted access to credit card account
numbers, and information is released only to authorized users and
officials on a need-to-know basis.
Retention and disposal:
Records are kept for 3 years and then destroyed, as required by
the General Records Retention Schedules issued by the National
Archives and Records Administration (NARA).
System manager and address:
Assistant Commissioner, Office of Acquisition (FC), Federal
Supply Service, General Services Administration, Crystal Mall
Building 4, 1941 Jefferson Davis Highway, Arlington, VA 22202.
Notification procedure:
Inquiries by individuals should be addressed to the Finance
Officer of the agency for which they traveled.
Record access procedures:
Requests from individuals should be addressed to the Finance
Officer of the agency for which they traveled. Individuals must
furnish their full name and the authorizing agency and its component
to facilitate the location and identification of their records.
Contesting record procedures:
Individuals wishing to request amendment of their records should
contact the Finance Officer of the agency for which they traveled.
Individuals must furnish their full name and the authorizing agency
and component for which they traveled.
Record source categories:
Charge card applications, monthly reports from the contractor,
travel authorizations and vouchers, credit card companies, and data
interchanged between agencies.
GSA/GOVT-4
System name:
Contracted Travel Services Program.
System location:
System records are located at the service providers under
contract with a Federal agency and at the Federal agencies using the
contracts.
Categories of individuals covered by the system:
Individuals covered by the system are Federal employees
authorized to perform official travel, and individuals being provided
travel by the Federal government.
Categories of records in the system:
System records include a traveler's profile containing: name of
individual; Social Security Number; employee identification number;
home and office telephones; home address; home and office e-mail
addresses; emergency contact name and telephone number; agency name,
address, and telephone number; air travel preference; rental car
identification number and car preference; hotel preference; current
passport and/or visa number(s); credit card numbers and related
information; bank account information needed for electronic funds
transfer; frequent traveler account information (e.g., frequent flyer
account numbers); trip information (e.g., destinations, reservation
information); travel authorization information; travel claim
information; monthly reports from travel agent(s) showing charges to
individuals, balances, and other types of account analyses; and other
official travel related information.
Authority for maintenance of the system:
31 U.S.C. 3511, 3512, and 3523; 5 U.S.C. Chapter 57; and
implementing Federal Travel Regulations (41 CFR parts 301-304).
Purpose(s):
To establish a comprehensive beginning-to-end travel services
system containing information to enable travel service providers
under contract to the Federal government to authorize, issue, and
account for travel and travel reimbursements provided to individuals
on official Federal government business.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Information in the system may be disclosed as a routine use as
follows:
a. To a Federal, State, local, or foreign agency responsible for
investigating, prosecuting, enforcing, or carrying out a statute,
rule, regulation, or order, where agencies become aware of a
violation or potential violation of civil or criminal law or
regulation.
b. To another Federal agency or a court when the Federal
government is party to a judicial proceeding.
c. To a Member of Congress or a congressional staff member in
response to an inquiry from that congressional office made at the
request of the individual who is the subject of the record.
d. To a Federal agency employee, expert, consultant, or
contractor in performing a Federal duty for purposes of authorizing,
arranging, and/or claiming reimbursement for official travel,
including, but not limited to, traveler profile information.
e. To a credit card company for billing purposes, including
collection of past due amounts.
f. To a Federal agency for accumulating reporting data and
monitoring the system.
g. To a Federal agency by the contractor in the form of itemized
statements or invoices, and reports of all transactions, including
refunds and adjustments to enable audits of charges to the Federal
government.
h. To a Federal agency, in response to its request, in connection
with the hiring or retention of any employee to the extent that the
information is relevant and necessary to the requesting agency's
decision on the matter.
i. To an authorized appeal or grievance examiner, formal
complaints examiner, equal employment opportunity investigator,
arbitrator, or other duly authorized official engaged in
investigation or settlement of a grievance, complaint, or appeal
filed by an employee to whom the information pertains.
j. To the Office of Personnel Management (OPM) in accordance with
the agency's responsibility for evaluation of Federal personnel
management.
k. To officials of labor organizations recognized under 5 U.S.C.
chapter 71 when relevant and necessary to their duties of exclusive
representation concerning personnel policies, practices, and matters
affecting working conditions.
l. To a travel services provider for billing and refund purposes.
m. To a carrier or an insurer for settlement of an employee claim
for loss of or damage to personal property incident to service under
31 U.S.C. Sec. 3721, or to a party involved in a tort claim against
the Federal government resulting from an accident involving a
traveler.
n. To a credit reporting agency or credit bureau, as allowed and
authorized by law, for the purpose of adding to a credit history file
when it has been determined that an individual's account with a
creditor with input to the system is delinquent.
Policies and practices for storing, retrieving, reviewing,
retaining, and disposing of records in the system:
Storage:
Paper records are stored in file cabinets. Electronic records are
maintained within a computer (e.g., PC, server, etc.) and attached
equipment.
Retrievability:
Paper records are filed by a traveler's name and/or Social
Security Number/employee identification number at each location.
Electronic records are retrievable by any attribute of the system.
Safeguards:
Paper records are stored in lockable file cabinets or secured
rooms. Electronic records are protected by a password system and a
secure socket layer encrypted Internet connection. Information is
released only to authorized users and officials on a need-to-know
basis.
Retention and disposal:
Records kept by a Federal agency are maintained in accordance
with the General Records Retention Schedules issued by the National
Archives and Records Administration (NARA).
System manager(s) and address:
Assistant Commissioner, Office of Transportation and Property
Management (FB), Federal Supply Service, General Services
Administration, Crystal Mall Building 4, 1941 Jefferson Davis
Highway, Arlington VA 22202.
Notification procedure:
Inquiries from individuals should be addressed to the appropriate
administrative office for the agency that is authorizing and/or
reimbursing their travel.
Record access procedures:
Requests from individuals should be addressed to the appropriate
administrative office for the agency that is authorizing and/or
reimbursing their travel. Individuals must furnish their full name
and/or Social Security Number to the authorizing agency for their
records to be located and identified.
Contesting record procedures:
Individuals wishing to request amendment of their records should
contact the appropriate administrative office for the agency that
authorized and/or reimbursed their travel. Individuals must furnish
their full name and/or Social Security Number along with the name of
the authorizing agency, including duty station where they were
employed at the time travel was performed.
Record source categories:
The sources are the individuals themselves, employees, travel
authorizations, credit card companies, and travel service providers.
GSA/GOVT-5
System name:
Access Certificates for Electronic Services (ACES).
System location:
System records are maintained for the General Services
Administration (GSA) by contractors at various physical locations. A
complete list of locations is available from: Administrative
Contracting Officer, FEDCAC, Federal Technology Service, General
Services Administration, 7th and D Streets, SW, Room 5060,
Washington, DC 20407; telephone (202) 708-6099.
Categories of individuals covered by the system:
Individuals covered are persons who have applied for the issuance
of a digital signature certificate under the ACES program; have had
their certificates amended, renewed, replaced, suspended, revoked, or
denied; have used their certificates to electronically make contact
with, retrieve information from, or submit information to an
automated information system of a participating agency; have
requested access to ACES records under the Freedom of Information Act
(FOIA) or Privacy Act; and have corresponded with GSA or its ACES
contractors concerning ACES services.
Categories of records in the system:
The system contains information needed to establish and verify
the identity of ACES users, to maintain the system, and to establish
accountability and audit controls. System records include:
a. Applications for the issuance, amendment, renewal,
replacement, or revocation of digital signature certificates under
the ACES program, including evidence provided by applicants or proof
of identity and authority, and sources used to verify an applicant's
identify and authority.
b. Certificates issued.
c. Certificates denied, suspended, and revoked, including reasons
for denial, suspension, and revocation.
d. A list of currently valid certificates.
3. A list of currently invalid certificates.
f. A file of individuals requesting access and those granted
access to ACES information under FOIA or the Privacy Act.
g. A file of individuals requesting access and those granted
access for reasons other than FOIA or the Privacy Act.
h. A record of validation transactions attempted on digital
signature certificates issued by the system.
i. A record of validation transactions completed on digital
signature certificates issued by the system.
Authority for maintenance of the system:
Section 5124(b) of the Clinger-Cohen Act of 1996, 40 U.S.C. 1424,
which provides authority for GSA to develop and facilitate
governmentwide electronic commerce resources and services, and the
Paperwork Reduction Act, 44 U.S.C. 3501, et seq., which provides
authority for GSA to manage Federal information resources.
Purpose(s):
To establish and maintain an electronic system to facilitate
secure, on-line communication between Federal automated information
systems and the public, using digital signature technologies to
authenticate and verify identity.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Information from this system may be disclosed as a routine use:
a. To GSA ACES program contractors to compile and maintain
documentation on applicants for proofing applicants' identity and
their authority to access information system applications of
participating agencies.
b. To GSA ACES program contractors to establish and maintain
documentation on information sources for verifying applicants'
identities.
c. To Federal agencies participating in the ACES program to
determine the validity of applicants' digital signature certificates
in an on-line, near real time environment.
d. To GSA, participating Federal agencies, and ACES contractors,
for ensuring proper management, ensuring data accuracy, and
evaluation of the system.
e. To Federal, State, local or foreign agencies responsible for
investigating, prosecuting, enforcing, or carrying out a statute,
rule, regulation, or order when GSA becomes awares of a violation or
potential violation of civil or criminal law or regulation.
f. To a member of Congress or to a congressional staff member in
response to a request from the person who is the subject of the
record.
g. To an expert, consultant, or contractor of GSA in the
performance of a Federal duty to which the information is relevant.
Disclosure to consumer reporting agencies:
Disclosure of system records to consumer reporting systems is not
permitted.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
All records are stored by GSA ACES contractors or by GSA as hard
copy documents and/or on electronic media.
Retrievability:
Records are retrievable by a personal identifier or by other
appropriate type of designation approved by GSA and made available to
ACES participants at the time of their application for ACES services.
Safeguards:
System records are safeguarded in accordance with the
requirements of the Privacy Act, the Computer Security Act, and OMB
Circular A-130, Appendices I and III. Technical, administrative, and
personnel security measures are implemented to ensure confidentiality
and integrity of the system data stored, processed, and transmitted.
The ACES System Security Plan, approved by GSA for each ACES
contractor, provides for inspections, testing, continuity of
operations, and technical certification of security safeguards. GSA
accredits and annually re-accredits each contractor system prior to
its operation.
Retention and disposal:
System records are retained and disposed of according to GSA
records maintenance and disposition schedules and the requirements of
the National Archives and Records Administration.
System manager(s) and address:
Administrative Contracting Officer, FEDCAC, Federal Technology
Service, General Services Administration, Room 5060, 7th and D
Streets, SW, Washington, DC 20407.
Notification procedure:
Inquiries from individuals should be addressed to the system
manager. Applicants for digital signature certificates will be
notified by the GSA ACES contractor which facilitates individual
access to the relevant Federal agency database as follows:
a. Each applicant will be provided, on a Government-approved form
that can be retained by the individual applicant, the principal
purposes of the ACES program; the authority for collecting the
information; the fact that participation is voluntary; the fact that
identity and authority information must be provided and verified
before a certificate will be issued; the fact that the information
provided is covered by the Privacy Act and the Computer Security Act;
the routine uses that will be made of the information being provided;
the limitations on the uses of the information being provided; the
procedures to be followed for requesting access to the individual's
own records; and the possible consequences of failing to provide all
or part of the required information or intentionally providing false
information.
b. Written notification in response to an individual's request to
be advised if the system contains a record pertaining to him/her.
c. Written notification to an individual when any record on the
individual is made available to any person under compulsory legal
process when such process becomes a matter of public record.
d. Written notification of the right to appeal to GSA by any
individual on any dispute concerning the accuracy of his/her record.
5Record access procedures:
GSA ACES contractors will provide notification of, access to,
review of, or copies of an individual's record upon his/her request
as required by the Privacy Act.
Contesting record procedure:
GSA ACES contractors will amend an individual's record upon his/
her written request, as required by the Privacy Act and GSA's
implementing regulations, 41 CFR part 105-64. If the ACES contractor
determines that an amendment is inappropriate, the contractor shall
submit the request to the System Manager for a determination by GSA
whether to grant or deny the request for amendment and direct
response to the requester.
Record source categories:
The sources for information in the system are the individuals who
apply for digital signature certificates, GSA ACES contractors using
independent sources to verify identities, and internal system
transactions designed to gather and maintain data needed to manage
and evaluate the ACES program.
Exemptions claims for the system:
None.
GSA/HRO-1 (23-00-0001)
System name: Standards of Conduct Files.
System location: The system is located in the personnel offices of
GSA at the addresses listed in the appendix for the Office of
Personnel following the notice, GSA/HRO-7; the Central Office, Office
of Personnel, 18th & F Sts. NW, Washington, DC 20405; and the offices
of supervisors and management officials who have a need for
information relating to an employee's outside employment.
Categories of individuals covered by the system: All employees who
have requested permission to engage in outside employment, received a
copy of the standards of conduct, or have been the object of debt
complaints.
Categories of records in the system: 1. Application to engage in
outside employment, business or professional activities (GSA Form
1974).
2. Acknowledgement of receipt of GSA Standards of Conduct (GSA
Form 2160).
3. Debt complaint files.
Authority for maintenance of the system: 5 U.S.C. 7351; 5 CFR
735.203 and 735.207.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: a. To disclose
pertinent information to the appropriate Federal, State, or local
agency responsible for investigating, prosecuting, enforcing, or
implementing a statute, rule, regulation, or order, where the General
Services Administration (GSA) becomes aware of an indication of a
violation or potential violation of civil or criminal law or
regulation.
b. To provide information to a Member of Congress or to a
congressional staff member from the records of an individual in
response to an inquiry from that congressional office made at the
request of that individual.
c. To disclose information to another Federal agency or to a
court when the Government is party to a judicial proceeding before
the court.
d. To disclose information to a Federal agency, in response to
its request, in connection with the hiring or retention of an
employee, the issuance of a security clearance, the conducting of a
security or suitability investigation of an individual, the
classifying of a job, the letting of a contract, or the issuance of a
license, grant, or other benefit by the requesting agency, to the
extent that the information is relevant and necessary to the
requesting agency's decision on the matter.
e. By the Office of Personnel Management in the production of
summary descriptive statistics in support of the function for which
the records are collected and maintained, or for related work force
studies. While published statistics and studies do not contain
individual identifiers, in some instances the selection of elements
of data included in the study may be structured in such a way as to
make the data individually identifiable by inference.
f. To disclose information to any source where necessary to
obtain information relevant to a conflict-of-interest investigation
or determination.
g. To disclose information to the Office of Management and Budget
(OMB) in connection with the review of private relief legislation at
any stage of the legislative coordination and clearance process.
h. To disclose information to officials of the Merit Systems
Protection Board, including the Office of Special Counsel; the
Federal Labor Relations Authority and its General Counsel; or the
Equal Employment Opportunity Commission when requested in performance
of their authorized duties.
i. To an authorized appeal or grievance examiner, formal
complaints examiner, equal employment opportunity investigator,
arbitrator, or other duly authorized official engaged in
investigation or settlement of a grievance, complaint, or appeal
filed by an employee.
j. To the Office of Personnel Management in accordance with the
agency's responsibility for evaluation of Federal personnel
management.
k. To the extent that official personnel records in the custody
of GSA are covered within systems of records published by the Office
of Personnel Management as Government-wide records, they will be
considered as a part of that Government-wide system. Other official
personnel records covered by notices published by GSA and considered
to be separate systems of records may be transferred to the Office of
Personnel Management in accordance with official personnel programs
and activities as a routine use.
l. To an expert, consultant, or a contractor of GSA to the extent
necessary to further the performance of a Federal duty.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper records in file cabinets.
Retrievability: Filed alphabetically at each location by name.
Safeguards: When not in use by an authorized person, these records
are stored in lockable metal file cabinets or in secured rooms.
Retention and disposal: Disposition of records shall be in
accordance with the HB, GSA Records Maintenance and Disposition
System (OAD P 1820.2).
System manager(s) and address: The Director of Personnel at 18th
and F Streets NW, Washington, DC 20405. Mailing address: General
Services Administration (HP), Washington, DC 20405.
Notification procedure: Current employees may obtain information
about whether they are a part of this system of records from their
supervisor or from their personnel officer at the appropriate address
listed in the appendix following the notice GSA/HRO-7, or from the
Director of Personnel at the address noted above, whichever is
applicable. Former employees may obtain information from the
personnel officers at the addresses listed in the appendix.
Record access procedures: Requests from current employees to gain
access to information pertaining to them should be directed to their
supervisor or to their personnel officer at the appropriate address
listed in the appendix following the notice GSA/HRO-7, or to the
Director of Personnel at the address noted above, whichever is
applicable. Former employees should direct requests to gain access to
information pertaining to them to the appropriate personnel officer
at the address listed in the appendix. For identification
requirements refer to the agency regulations as outlined in 41 CFR
part 105-64.
Contesting record procedures: GSA rules for access to records and
for contesting the contents and appealing initial determinations are
promulgated in 41 CFR part 105-64, published in the Federal Register.
Record source categories: Employees requesting permission to engage
in outside employment, firms and/or collection agencies filing debt
complaints, supervisors, and management officials.
GSA/HRO-2 (23-00-0004)
System name: Employee Drug Abuse/Alcoholism Files.
System location: The system is located in the personnel offices of
GSA at the addresses listed in the appendix for the Office of
Personnel following the notice GSA/HRO-7; the Central Office, Office
of Personnel at 18th & F Sts. NW, Washington, DC 20405; in the
offices of designated counselors; and in the offices of supervisors
who have had employees suspected or known to have drug abuse problems
(including alcoholism).
Categories of individuals covered by the system: GSA employees who
have been suspected or known to have an alcohol abuse or other drug
abuse problem.
Categories of records in the system:
1. Records of referrals for counseling.
2. Records of counseling.
3. Records of referrals for rehabilitative assistance.
Authority for maintenance of the system: Pub. L. 92-255 and 5
U.S.C. 7901.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: a. To document
that supervisors have properly dealt with employees whose work is
affected by alcohol abuse or other drug abuse.
b. To communicate information to personnel having a need for the
information in connection with their duties; such as medical or
health personnel, alcohol or other drug abuse counselors, alcohol or
other drug abuse program administrators, and qualified service
organizations.
c. To provide a basis for meeting reporting requirements to the
Office of Personnel Management.
d. To disclose information to the Department of Justice or other
appropriate Federal agencies in defending claims against the United
States, when the claim is based upon an individual's mental or
physical condition and is alleged to have arisen because of the
activities of GSA in connection with such individual.
Such disclosures will be restrictively made; in particular,
disclosures of information pertaining to an individual with a history
of alcohol or other drug abuse will be limited in compliance with the
restrictions of the confidentiality of Alcohol and Drug Abuse Patient
Records regulations, 45 CFR part 2.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper records in file drawers or cabinets.
Retrievability: Filed alphabetically at each location by name.
Safeguards: When not in use by an authorized person, these records
are stored in lockable metal file cabinets or in secured rooms.
Retention and disposal: Records are maintained for 1 year after the
employee's last contact with the counselor, or until the employee's
separation or transfer, whichever comes first. Records are destroyed
by shredding or burning.
System manager(s) and address: The Director of Personnel at 18th &
F Sts. NW, Washington, DC 20405. Mailing address: General Services
Administration (HP), Washington, DC 20405.
Notification procedure: Current employees may obtain information
about whether they are a part of this system of records from their
supervisor or from their personnel officer at the appropriate address
listed in the appendix for the Office of Personnel following the
notice GSA/HRO-7, or from the Director of Personnel at the address
noted above, whichever is applicable. Former employees may obtain
information from the personnel officers at the addresses listed in
the appendix.
Record access procedures: Requests from current employees to gain
access to information pertaining to them should be directed to their
personnel officer at the appropriate address listed in the appendix
for the Office of Personnel following the GSA/HRO-7 notice, or to the
Director of Personnel at the address noted above, whichever is
applicable. Former employees should direct requests to gain access to
information pertaining to them to the appropriate personnel officer
at the address listed in the appendix. For identification
requirements refer to the agency regulations outlined in 41 CFR part
105-64.
Contesting record procedures: GSA rules to access to records and
for contesting the contents and appealing initial determination are
promulgated in 41 CFR part 105-64, published in the Federal Register.
Record source categories: Supervisors, counselors, personnel
specialists, and the employees themselves.
GSA/HRO-3
System name: Occupational Health and Injury Files.
System location:
This system of records is located in the General Services
Administration personnel offices at the locations listed in the
appendix following the notices GSA/HRO-7; the Fire and Safety
Division, Office of Federal Protection and Safety, Public Building
Service; and the offices of all supervisors with employees who had
occupational health problems or were injured on the job. The data
base for the automated part of this system is on computers at the
National Capital Regional Office, Washington, DC.
Categories of individuals covered by the system:
Individuals covered by the system are GSA employees who have had
injuries or other occupational health problems.
Categories of records in the system:
Records include accident reports (including CA 1 and 2: Federal
Employees Notice of Injury or Occupational Disease), Claims for
Compensation for Injury or Occupational Disease (CA 4), Claims for
Continuances of Compensation on Account of Disability (CA 8), lists
of employees receiving medical services, and health records. The
automated management information system includes injury statistical
records such as occupation and sex of employee, age group, cost per
injury, days lost, cause and severity of injury, and anatomical
location of injury.
Authority for maintenance of the system:
5 U.S.C. Chap 81 and 5 U.S.C. 7153 and 7901.
Purpose(s):
To assemble in one system information to process and maintain
accident and other occupational health reports on employees,
accumulate data for various statistical reports, and identify and
record those employees who have had injuries or other occupational
health problems.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
a. To disclose information that is needed by law to a Federal,
State, or local public health service agency on individuals who have
contracted certain communicable diseases or conditions. Such
information is used to prevent further outbreak of the disease or
condition.
b. To disclose information to another Federal agency or a court
when the Government is party to a judicial proceeding.
c. To disclose information to the Office of Workers Compensation
Programs on a claim for benefits filed by an employee.
d. To disclose information to a Member of Congress or a
congressional staff member in response to an inquiry from that
congressional office made in behalf of a constituent.
e. To disclose statistical reports to the Occupational Safety and
Health Administration as required by Section 19 of the Occupational
Safety and Health Act.
f. To disclose statistical information to Central Office and
regional office managers and supervisors to identify trends in
injuries and provide better management of the program.
g. To disclose information to the Department of Labor to verify
payments to employees for injuries.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records in file folders. Magnetic tape and disk media in
storage libraries. Computer records within a computer and attached
equipment.
Retrievability:
Filed numerically at each location by social security number and/
or claim number.
Safeguards:
Records stored in lockable file cabinets or secured rooms.
Computerized records protected by password system. Information
release only to authorized officials on a need-to-know basis.
Retention and disposal:
Disposal of records is described in the HB, GSA Records
Maintenance and Disposition system (OAD P 1820.2).
System manager(s) and address:
Director, Office of Personnel, General Services Administration
(EP), 18th and F Streets, NW, Washington, DC 20405.
Notification procedure:
Inquiries from current employees should be addressed to their
supervisor or the personnel officer at the address listed in the
appendix following the notice GSA/HRO-7. Former employees should
address inquiries to the personnel officer at the address listed in
the appendix.
Record access procedures:
Requests from current employees should be addressed to their
supervisor, the personnel officer at the address listed in the
appendix following the notice GSA/HRO-7, or the system manager,
whichever is applicable. Former employees should address requests to
the personnel officer at the address listed in the appendix. For
identification requirements, refer to the agency regulations outlined
in 41 CFR part 105-64.
Contesting record procedures:
GSA rules for contesting the contents and appealing initial
decisions are issued in 41 CFR part 105-64, of the Code of Federal
Regulations.
Record source categories:
Individuals themselves, or the personnel specialists preparing
various records for claims.
GSA/HRO-4 23-00-0007
System name:
Labor-Management Relations Files.
System location:
The system is in use in the personnel offices of GSA at the
addresses listed in the appendix following this notice, and in
service and staff offices throughout GSA.
Categories of individuals covered by the system:
GSA employees who are union officials or who are in an
exclusively recognized union. It includes any GSA employee who has
filed a grievance under the negotiated grievance procedure.
Categories of records in the system:
The records are union dues withholding requests or revocations,
lists of employees elected or appointed union officials, grievances
settled by an arbitrator, and forms showing the amount of time union
officials spent representing bargaining unit members.
Authority for maintaining the system:
5 U.S.C. 7101 et seq.
Purpose(s):
To record employees who are in a union, are under dues
withholding, are elected or appointed union officers, use official
time for representing bargaining unit members, or have had a
grievance settled by an arbitrator.
Routine uses of the record system, including the types of users and
their purposes in the using it:
a. To the Department of Labor for carrying out its functions
regarding labor-management relations in the Federal service.
b. To officials of labor unions recognized under Pub. L. 95-454
when needed in their duties of representing employees concerning
personnel policies, practices, and working conditions.
c. To disclose information to a Federal, State, or local agency
responsible for investigating, prosecuting, enforcing, or
implementing a statute, rule, regulation, or order, where the General
Services Administration (GSA) becomes aware of an indication of a
violation or potential violation of civil or criminal law or
regulation.
d. To provide information to a congressional office when
requested by the person who is the subject of the records.
e. To disclose information to another Federal agency or to a
court when the Government is a party to a judicial proceeding before
the court.
f. To disclose data to the Office of Personnel Management for
producing summary statistics to support the function for which the
records are collected, or for related work force studies. While
published statistics and studies do not identify persons, the data
elements in a study may occasionally be structured so as to allow
someone to infer the identity of a person.
g. To disclose information to the Office of Management and Budget
for reviewing private relief legislation at any stage of the
clearance process.
h. To disclose information to the Merit Systems Protection Board,
including the Office of Special Counsel; the Federal Labor Relations
Authority and its General Counsel; or the Equal Employment
Opportunity Commission, when requested in performing their official
duties.
i. To an authorized appeal or grievance examiner, formal
complaints examiner, equal employment opportunity investigator,
arbitrator, or other authorized official investigating or settling a
grievance, complaint, or appeal filed by the employee who is the
subject of the record.
j. To the Office of Personnel Management under the agency's
responsibility for evaluating Federal personnel management.
k. To an expert, consultant, or contractor of GSA as needed to
perform a Federal duty.
l. To the extent that official personnel records in the custody
of GSA are covered within a record system published by the Office of
Personnel Management as a Governmentwide system, they are considered
part of that system. Other official personnel records covered by a
notice published by GSA and considered to be a separate record system
may be transferred to the Office of Personnel Management under
official personnel programs as a routine use.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records and machine listings are kept in file cabinets.
Retrievability:
The records are filed alphabetically by name.
Safeguards:
When not is use by an authorized person, the records are stored
in a locked metal file cabinet or in a secured room.
Retention and disposal:
The Office of Personnel disposes of the records as scheduled in
the handbook GSA Records Maintenance and Disposition System (OAD P
1820.2A).
System manager(s) and address:
The Director of Personnel, 18th & F Streets, NW., Washington, DC
20405. Mailing address: General Services Administration (CP),
Washington, DC 20405.
Notification procedure:
A current employee may address a request as to whether he or she
is identified in the record system to the immediate supervisor or
their personnel officer at the address given in the appendix
following this notice, or to the director of personnel at the above
address. Former employees may send their request to the director of
personnel where they were last employed.
Record access procedures:
A request from a current employee to review a record related to
him- or herself should be directed to either's supervisor or to a
personnel officer at the address listed in the appendix, or to the
director of personnel (system manager) at the address above. Former
employees should direct their request to a personnel officer where
they were last employed. See 41 CFR part 105-64 for the
identification required.
Contesting record procedure:
GSA rules for reviewing a record, contesting the content, and
appealing an initial decision are in 41 CFR part 105-64 published in
the Federal Register.
Record source categories:
Officials preparing files, and records submitted by employees,
including the one who is the subject of the record.
Appendix of Record System Locations
Central Office, Personnel Operations Division (CPS),
General Services Administration, 18th & F Streets NW.,
Washington, DC 20405. Tel. (202) 501-0040
National Capital Region, Regional Personnel Office
(WCP), General Services, Administration, 7th & D
Streets SW., Washington, DC 20407, Tel. (202) 708-5335
Northeast and Caribbean Region, Regional Personnel
Office (2CP), General Services Administration, 26
Federal Plaza, New York, NY 10278 Tel. (212) 264-8138
Mid-Atlantic Region, Regional Personnel Office (3CP),
General Services Administration, The Wanamaker
Building, 100 Penn Square East--room 836, Philadelphia,
PA 19107-3396, Tel. (215) 656-5625
Southeast Region, Regional Personnel Office (4CP),
General Services Administration, Summit Building, 401
West Peachtree Street, Atlanta, GA 30365-2550 Tel.
(404) 331-3181
Great Lakes Region, Regional Personnel Office (5CP),
General Services Administration, 230 South Dearborn
Street, Chicago, IL 60604 Tel.(312) 353-5550
The Heartland Region, Regional Personnel Office (6CP),
General Services Administration, 1500 East Bannister
Road, Kansas City, MO 64131 Tel. (816) 926-7206
Greater Southwest Region, Regional Personnel Office
(7CP), General Services Administration, 819 Taylor
Street, Fort Worth, TX 76102, Tel. (817) 334-2366
Pacific Rim Region, Regional Personnel Office (9CP),
General Services Administration, 525 Market Street, San
Francisco, CA 95105 Tel. (415) 744-5185.
GSA/HRO-5 (23-00-0009)
System name: Employee Benefits Files.
System location: The system is located in the personnel offices of
GSA at the addresses listed in the appendix for the Office of
Personnel following the notice GSA/HRO-7; the Central Office, Office
of Personnel at 18th & F Sts. NW, Washington, DC 20405, and the
offices of supervisors and management officials promoting blood
donation and savings bonds programs and soliciting employees to
attend White House ceremonies.
Categories of individuals covered by the system: All employees
receiving severance pay, contributing blood, authorizing withholding
for savings bonds, attending White House ceremonies, and deceased
employees with survivors entitled to death benefits.
Categories of records in the system: 1. Severance pay files.
2. Savings bonds lists.
3. Blood donation requests.
4. White House ceremonies files.
5. Death case files.
Authority for maintenance of the system: 5 U.S.C. Chap. 81, 5
U.S.C. 7153 and 7901.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: a. To identify and
record those employees who have received severance pay, authorized
withholding for savings bonds, made blood donations, attended White
House ceremonies, and/or died leaving survivors entitled to death
benefits.
b. To disclose, to the following recipients, information needed
to adjudicate a claim for benefits under the recipient's benefit
program(s), or information needed to conduct an analytical study of
benefits being paid under such programs: Office of Personnel
Management; Office of Workers Compensation Program; Veterans
Administration Pension Benefits Program; DHEW's Social Security Old
Age, Survivor and Disability Insurance and Medical Programs; Health
Care Financing Administration, and Supplemental Security Income
Program; military retired pay programs; Federal civilian employee
retirement programs (other than the Civil Service Retirement System);
or other national, State, county, municipal, or other publicly
recognized charitable or social security administrative agency.
c. When an individual to whom a record pertains dies, to disclose
to any person possibly entitled in the order of precedence for lump
sum benefits, information in the individual's record which might be
properly disclosed to the individual, and the name and relationship
of any other person whose claim to benefits takes precedence or who
is entitled to share the benefits payable. When a representative of
the estate has not been appointed, the individual's next-of-kin may
be recognized as the representative of the estate.
d. To provide an official of another Federal agency information
needed in the performance of official duties related to reconciling
or reconstructing data files, compiling descriptive statistics, and
making analytical studies in support of the function for which the
records were collected and maintained.
e. To disclose to another agency, or to an instrumentality of any
governmental jurisdiction within or under the control of the United
States, for a civil or criminal law enforcement activity, if the
activity is authorized by a law, and if the head of the agency or
instrumentality has made a written request to GSA specifying the
particular portion(s) of the record(s) desired (including an address)
and the law enforcement activity for which the record is sought.
f. To disclose pertinent information to the appropriate Federal,
State, or local agency responsible for investigating, prosecuting,
enforcing, or implementing a statute, rule, regulation, or order,
where the General Services Administration (GSA) becomes aware of an
indication of a violation or potential violation of civil or criminal
law or regulation.
g. To provide information to a Member of Congress or to a
congressional staff member from the records of an individual in
response to an inquiry from that congressional office made at the
request of that individual.
h. To disclose information to another Federal agency or to a
court when the Government is party to a judicial proceeding before
the court.
i. By the Office of Personnel Management in the production of
summary descriptive statistics in support of the function for which
the records are collected and maintained, or for related work force
studies. While published statistics and studies do not contain
individual identifiers, in some instances the selection of elements
of data included in the study may be structured in such a way as to
make the data individually identifiable by inference.
j. To disclose information to the Office of Management and Budget
in connection with the review of private relief legislation at any
stage of the legislative coordination and clearance process.
k. To disclose information to officials of the Merit Systems
Protection Board, including the Office of Special Counsel; the
Federal Labor Relations Authority and its General Counsel; or the
Equal Employment Opportunity Commission when requested in performance
of their authorized duties.
l. To the Office of Personnel Management in accordance with the
agency's responsibility for evaluation of Federal personnel
management.
m. To the extent that official personnel records in the custody
of GSA are covered within systems of records published by the Office
of Personnel Management as Government-wide records, they will be
considered as a part of that Government-wide system. Other official
personnel records covered by notices published by GSA and considered
to be separate systems of records may be transferred to the Office of
Personnel Management in accordance with official personnel programs
and activities as a routine use.
n. To an expert, consultant, or a contractor of GSA to the extent
necessary to further the performance of a Federal duty.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper records in files.
Retrievability: Filed alphabetically at each location by name.
Safeguards: When not in use by an authorized person, these records
are stored in lockable metal file cabinets or in secured rooms.
Retention and disposal: Disposition of records shall be in
accordance with the HB, GSA Records Maintenance and Disposition
System (OAD P 1820.2).
System manager(s) and address: The Director of Personnel at 18th &
F Sts. NW, Washington, DC 20405. Mailing address: General Services
Administration (HP), Washington, DC 20405.
Notification procedure: Current employees may obtain information
about whether they are a part of this system of records from their
supervisor or from their personnel officers at the addresses listed
in the appendix.
Record access procedures: Requests from current employees to gain
access to information pertaining to them should be directed to their
supervisor or to their personnel officer at the appropriate address
listed in the appendix for the Office of Personnel following the
notices GSA/HRO-7, or to the Director of Personnel at the address
noted above, whichever is applicable. Former employees should direct
requests to gain access to information pertaining to them to the
appropriate personnel officer at the address listed in the appendix.
For identification requirements refer to the agency regulations as
outlined in 41 CFR part 105-64.
Contesting record procedures: GSA rules for access to records and
for contesting the contents and appealing initial determination are
promulgated in 41 CFR part 105-64, published in the Federal Register.
Record source categories: The information in this system of records
is provided by the individuals to whom the records pertain or by the
personnel specialists who prepare various records for claims.
GSA/HRO-6 (23-00-0023)
System name: Listing of Physicians.
System location: This system is located in the personnel offices of
GSA at the addresses listed in the appendix for the Office of
Personnel following the notice GSA/HRO-7.
Categories of individuals covered by the system: Physicians
certified by a board of qualified medical officials established by
the Office of Personnel Management and in some cases, other
physicians approved by GSA.
Categories of records in the system: Name, addresses, and phone
numbers of the physicians included in this system.
Authority for maintenance of the system: FPM Chapter 339.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: To serve as a
referral source for those who are in need of a physician for a
fitness for duty examination or for on-the-job inquiries.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: The records within this system are primarily on papers.
Retrievability: The records within this system are primarily
retrievable by name.
Safeguards: When not in use by an authorized person, these records
are stored in lockable metal file cabinets or secured rooms.
Retention and disposal: Disposition of records shall be in
accordance with the HB, GSA Records Maintenance and Disposition
System (OAD P 1820.2)
System manager(s) and address: The Director of Personnel at 18th &
F Sts. NW, Washington, DC 20405. Mailing address: General Services
Administration (HP), Washington, DC 20405.
Notification procedure: Individuals may obtain information about
whether they are included in this system by contacting the personnel
office listed in the appendix for the Office of Personnel following
the notice GSA/HRO-7.
Record access procedures: Individuals should direct requests to
access records to the personnel office listed in the appendix for the
Office of Personnel following the notice GSA/HRO-7, which is in their
particular area. For identification requirements, refer to the agency
regulations as outlined in 41 CFR part 105-64.
Contesting record procedures: GSA rules for access to records and
contesting the contents and appealing initial determination are
promulgated in 41 CFR part 105-64, published in the Federal Register.
Record source categories: The information in this system of records
is provided by the individual themselves to either GSA or to the
Office of Personnel Management of Public Health Service who forwarded
the information to GSA.
Appendix- GSA/OAD Addresses of Locations
Central Office
Central Office Personnel Division (HPO), General Services
Administration, 18th & F Streets NW, Washington, DC 20405, Area Code
202-566-0040.
Regional Offices
National Capital Region (WBP), Regional Personnel Office, General
Services Administration, 7th & D Streets SW, Washington, DC 20407,
Area Code 202-472-1939.
Region 1
Regional Personnel Office (1BP), General Services Administration,
John W. McCormack Post Office and Courthouse, Boston, MA 02109, Area
Code 617-223-2624.
Region 2
Regional Personnel Office (2BP), General Services Administration,
26 Federal Plaza, New York, NY 10007, Area Code 212-264-8318.
Region 3
Regional Personnel Office (3BP), General Services Administration,
9th and Market Sts. Rm. 4203, Philadelphia, PA 19107, Area Code 215-
597-1351.
Baltimore Area Office, Federal Building, Room 110B, Baltimore, MD
21201, Area Code 301-962-4357.
Region 4
Regional Personnel Office (4BP), General Services Administration,
Richard B. Russell Building, 75 Spring Street SW, Atlanta, GA 30303,
Area Code 404-221-5127.
Region 5
Regional Personnel Office (5BP), General Services Administration,
230 South Dearborn Street, Chicago, IL 60604, Area Code 312-253-5550.
Region 6
Regional Personnel Office (6BP), General Services Administration,
1500 E. Bannister Road, Kansas City, MO 64131; Area Code 816-926-
7206.
St. Louis Area Office, 9700 Page Boulevard, Overland, MO 63132,
Area Code 314-268-7273.
Region 7
Regional Personnel Office (7BP), General Services Administration,
819 Taylor Street, Fort Worth, TX 76102, Area Code 817-334-2366.
Region 8
Regional Personnel Office (8BP), General Services Administration,
Denver, CO 80225, Area Code 303-234-2346.
Region 9
Regional Personnel Office (9BP), General Services Administration,
525 Market Street, San Francisco, CA 94105, Area Code 415-556-6527.
Region 10
Regional Personnel Office (10BP), General Services
Administration, GSA Center, Auburn, WA 98002, Area Code 206-833-5212.
GSA/HRO-7 (23-00-0027)
System name: Motor Vehicle Operator Applications.
System location: This system of records is maintained in the
personnel offices of GSA at the addresses listed in the appendix for
the Office of Personnel following this notice and in the offices of
all designated officials who require such forms prior to issuing a
U.S. Government Motor Vehicle Operator's Identification Card.
Categories of individuals covered by the system: All employees who
require the issuance of a motor vehicle operators license.
Categories of records in the system: 1. SF 47, Physical Fitness
Inquiry for Motor Vehicle Operators.
2. SF 78, Certificate of Medical Examination.
3. GSA 1293, Application for Motor Vehicle Operator's
Identification Card (SF 46).
Authority for maintenance of the system: 40 U.S.C. 491
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: a. To assess the
ability of an employee to safely operate a Government motor vehicle
and to determine the issuance of a government drivers license (SF
46).
b. To disclose pertinent information to the appropriate Federal,
State, or local agency responsible for investigating, prosecuting,
enforcing, or implementing a statute, rule, regulation, or order,
where the General Services Administration (GSA) becomes aware of an
indication of a violation or potential violation of civil or criminal
law or regulation.
c. To provide information to a Member of Congress or to a
congressional staff member from the records of an individual in
response to an inquiry from that congressional office made at the
request of that individual.
d. To disclose information to another Federal agency or to a
court when the Government is party to a judicial proceeding before
the court.
e. To disclose information to a Federal agency, in response to
its request, is connection with the hiring or retention of an
employee, the issuance of a security clearance, the conducting of a
security or suitability investigation of an individual, the
classifying of a job, the letting of a contract, or the issuance of a
license, grant, or other benefit by the requesting agency, to the
extent that the information is relevant and necessary to the
requesting agency's decision of the matter.
f. By the Office of Personnel Management in the production of
summary descriptive statistics in support of the function for which
the records are collected and maintained, or for related work force
studies. While published statistics and studies do not contain
individual identifiers, in some instances the selection of elements
of data included in the study may be structured in such a way as to
make the data individually identifiable by inference.
g. To disclose information to the Office of Management and Budget
in connection with the review of private relief legislation at any
stage of the legislative coordination and clearance process.
h. to disclose information to officials of the Merit Systems
Protection Board, including the Office of Special Counsel; the
Federal Labor Relations Authority and its General Counsel; or the
Equal Employment Opportunity Commission when requested in performance
of their authorized duties.
i. To an authorized appeal or grievance examiner, formal
complaints examiner, equal employment opportunity investigator,
arbitrator, or other duly authorized official engaged in
investigation or settlement of a grievance, complaint, or appeal
filed by an employee.
j. To the Office of Personnel Management in accordance with the
agency's responsibility for evaluation of Federal personnel
management.
k. To the extent that official personnel records in the custody
of GSA are covered within systems of records published by the Office
of Personnel Management as Government-wide system, they will be
considered as a part of that Government-wide system. Other official
personnel records covered by notices published by GSA and considered
to be separate systems of records may be transferred to the Office of
Personnel Management in accordance with official personnel programs
and activities as a routine use.
1. To an expert, consultant, or a contractor of GSA to the extent
necessary to further the performance of a Federal duty.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper.
Retrievability: Name.
Safeguards: When not in use by an authorized person, these records
are stored in lockable metal file cabinest or in secured rooms.
Retention and disposal: Disposition of records shall be in
accordance with the HB, GSA Records Maintenance and Disposition
System (OAD P 1820.2).
System manager(s) and address: The Director of Personnel at 18th &
F Sts. NW, Washington, DC 20405.
Notification procedure: Current employees may obtain information
about whether they are a part of this system of records from the
designated official or from their personnel officer at the
appropriate address listed in the appendix for the Office of
Personnel following this notice or from the Director of Personnel at
the address noted above, whichever is applicable. Former employees
may obtain information from the personnel officer at the addressed
listed in the appendix.
Record access procedures: Requests from current employees to gain
access to information pertaining to them should be directed to the
designated official or to their personnel officer at the appropriate
address listed in the appendix for the Office of Personnel following
this notice or to the Director of Personnel at the address noted
above, whichever is applicable. Former employees should direct
requests to the appropriate personnel officer at the address listed
in the appendix. For identification requirements refer to the agency
regulations as outlined in 41 CFR part 105-64.
Contesting record procedures: GSA rules for access to systems of
records, contesting the contents of a system of record, and appealing
initial determinations are promulgated in 41 CFR part 105-64,
published in the Federal Register.
Record source categories: The employee, designated officials, and
physicians.
GSA/HRO-8
System name:
Credentials, Passes, and Licenses (GSA/HRO-8).
System location:
This system of records is operated and maintained by the Office
of the Chief Information Officer (CIO) for GSA's Services, Staff
Offices, and regions, which are responsible for ensuring the
integrity of the data in the system. System records are located in
Central Office at 1800 F Street, NW., Washington DC, and in the
regional offices listed in the Appendix.
Categories of individuals covered by the system:
GSA associates, Federal tenants, contractors, and other persons
assigned responsibilities that require the issuance of credentials
for identification and security purposes, including individuals
participating in identification methods using the latest
technologies, such as biometrics (e.g., electronic fingerprinting).
Categories of records in the system:
Passes, licenses, and identification credentials, which may
contain name, Social Security Number, photograph, office and home
addresses and phone numbers, signature, identification serial number,
next of kin name and phone number, medical information, and biometric
identification information. The following GSA forms and associated
databases will be used agency-wide:
a. GSA Form 277, Employee Identification and Authorization
Credential (Revised 2003);
b. GSA Form 277U, Temporary Pass;
c. GSA Form 277V, Visitor Pass;
d. OF 7, Property Pass;
e. GSA Form 2941, Parking Application; and
f. Biometric information, such as fingerprints, collected
electronically.
Authority for maintenance of the system:
The Federal Property and Administrative Services Act of 1949 (63
Stat. 377) as amended.
Purpose(s):
To assemble in one system information pertaining to passes and
credentials for identification and security purposes; to facilitate
the issuance and control of cards, parking permits, building passes,
licenses, and similar credentials; and to ensure only authorized
access to secure areas and systems.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Information from this system may be disclosed as a routine use:
a. To the Federal, State, or local agency responsible for
investigating, prosecuting, enforcing, or implementing a statute,
rule, regulation, or order, where the General Services Administration
becomes aware of a violation or potential violation of civil or
criminal law or regulation.
b. To a member of Congress or a congressional staff member in
response to an inquiry from that congressional office made at the
request of the individual who is the subject of a record.
c. To another Federal agency or to a court when the government is
party to a judicial proceeding before the court.
d. To a Federal agency, on request, in connection with the hiring
and retention of an employee, the issuance of a security clearance,
the conducting of a security or suitability investigation of an
individual, the classifying of a job, the letting of a contract, or
the issuance of license, grant, or other benefit by the requesting
agency, to the extent that the information is relevant and necessary
to the requesting agency's decision.
e. By the Office of Personnel Management in the production of
summary descriptive statistics in support of the function for which
the records are collected and maintained, or for related workforce
studies.
f. To the Office of Management and Budget in connection with the
review of private relief legislation as set forth in OMB Circular No.
A-19 at any stage of the legislative coordination and clearance
process.
g. To officials of the Merit Systems Protection Board, including
the Office of Special Counsel; the Federal Labor Relations Authority
and its General Counsel; or the Equal Employment Opportunity
Commission when requested in the performance of their authorized
duties.
h. To an authorized appeal or grievance examiner, formal
complaints examiner, equal employment opportunity investigator,
arbitrator, or other duly authorized official engaged in
investigation or settlement of a grievance, complaint, or appeal
filed by an employee to whom the information pertains.
i. To the Office of Personnel Management in accordance with the
agency's responsibility for evaluation of Federal personnel
management.
j. To the extent that official personnel records in the custody
of GSA are covered within the systems or records published by the
Office of Personnel Management as Government-wide records, they will
be considered a part of that government-wide system. Other official
personnel records covered by notices published by GSA and considered
to be separate systems of records may be transferable to the Office
of Personnel Management in accordance with official personnel
programs and activities as a routine use.
k. To an expert, consultant, or a contractor of GSA to the extent
necessary to further the performance of a Federal duty.
l. To medical personnel in the event of a medical emergency.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information is collected electronically and stored in Smart Card
chips on the individual's identification cards, and in associated
automated data systems.
Retrievability:
Name, SSN, and identification and badge serial numbers.
Safeguards:
When not in use by an authorized person, the records are stored
in an electronic data system. Electronic records are protected by a
password and may also have a personal identification number (PIN) as
a second level of protection.
Retention and disposal:
Disposition of records is according to the National Archives and
Records Administration (NARA) guidelines, as set forth in the
handbook, GSA Records Maintenance and Disposition System (OAD P
1820.2) and authorized GSA records schedules.
System manager(s) and address:
Director, Office of Infrastructure Operations (IO), Office of the
Chief Information Officer, General Services Administration, 1800 F
Street, NW., Washington DC 20405. The IO operates and maintains the
database containing system information for GSA Services, Staff
Offices, and regions.
Notification procedure:
Individuals will be able to access, review, and update their own
personal information in the system. Individuals may determine whether
the system contains their records by submitting a request to the
System Manager or the appropriate regional Credentialing Office
listed in the Appendix.
Record access procedures:
Individuals whose records are in the system will be provided
access to their own information.
Contesting record procedures:
Individuals wishing to request amendment of their records should
contact the System Manager or the appropriate Credentialing Office
listed in the Appendix.
Record source categories:
Information is provided by individuals being issued credentials
and by the issuing officials.
Appendix: GSA Regional Credentialing Office Addresses:
New England Region (includes Connecticut, Maine, Massachusetts,
New Hampshire, Rhode Island, and Vermont): General Services
Administration, 10 Causeway Street, Boston, MA 02222.
Northeast and Caribbean Region (includes New Jersey, New York,
Puerto Rico, and Virgin Islands): General Services Administration, 26
Federal Plaza, New York, NY 10278.
Mid-Atlantic Region (includes Delaware, Maryland, Pennsylvania,
Virginia and West Virginia, (but excludes the National Capital
Region): General Services Administration, The Strawbridge Building,
20 North Eighth Street, Philadelphia, PA 19107-3191.
Southeast Sunbelt Region (includes Alabama, Florida, Georgia,
Kentucky, Mississippi, North Carolina, South Carolina, and
Tennessee): General Services Administration, Summit Building, 401
West Peachtree Street, Atlanta, GA 30365-2550.
Great Lakes Region (includes Illinois, Indiana, Michigan, Ohio,
Minnesota, and Wisconsin): General Services Administration, 230 South
Dearborn Street, Chicago, IL 60604-1696.
The Heartland Region (includes Iowa, Kansas, Missouri, and
Nebraska) General Services Administration: 1500 East Bannister Road,
Kansas City, MO 64131-3088.
Greater Southwest Region (includes Arkansas, Louisiana, Oklahoma,
New Mexico, and Texas), General Services Administration, 819 Taylor
Street, Fort Worth, TX 76102.
Rocky Mountain Region (includes Colorado, Montana, North Dakota,
South Dakota, Utah, and Wyoming): General Services Administration,
Denver Federal Center, Bldg 41, Lakewood, CO 80011.
Pacific Rim Region (includes Arizona, California, Hawaii, and
Nevada) General Services Administration: 450 Golden Gate Avenue, San
Francisco, CA 94102-3488.
Northwest/Arctic Region (includes Alaska, Idaho, Oregon, and
Washington) General Services Administration: 400 15th Street, SW.,
Auburn, WA 98001-6599.
National Capital Region (includes the District of Columbia; the
counties of Montgomery and Prince George's in Maryland; the city of
Alexandria, Virginia; and the counties of Arlington, Fairfax,
Loudoun, and Prince William in Virginia): General Services
Administration, 7th and D Streets, SW., Washington, DC 20407.
GSA/HRO-9
System name: Emergency Management Records (GSA/HRO-9).
System location: The system is the responsibility of the GSA
Office of Emergency Management, located at 1800 F Street NW,
Washington DC 20405. System records are located in the GSA Central
Office and regional offices with assigned emergency management
responsibilities.
Categories of individuals covered by the system: All GSA
associates, contractor employees, and other key governmental and non-
governmental persons essential to carrying out emergency activities
or with a need to know of actions taken by GSA in an emergency.
Categories of records in the system: The records, composed of
emergency notification rosters and files, may consist of paper
records and/or electronic databases, including the Emergency
Management Information Database (EMID), the Quick Notify database,
and continuity of operations (COOP) files. The data may be
consolidated into a centralized emergency contact database to
expedite communication. Personal information in the system records
includes name; office, cell, and home telephone numbers; out-of-area
contact telephone numbers; home address: home e-mail address; and
home fax number. System records also may include special needs
information such as medical, mobility, and transportation
requirements by individuals. Additional information may include
official titles and emergency assignments for individuals in the
system.
Authority for maintaining the system: The Federal Property and
Administrative Services Act of 1949, as amended 40 U.S.C. Sec. Sec.
101 et seq.; E.O. Order 12565, Assignment of Emergency Preparedness
Responsibilities; and Presidential Decision Directive 67, Ensuring
Constitutional Government and Continuity of Government Operations.
Purpose: To maintain current information on GSA associates and
other persons covered by this system for use by persons with
emergency management responsibilities to notify officials, employees,
and other affected individuals of conditions that require their
urgent attention during a public or personal emergency.
Routine uses of records maintained in the system, including types of users
and purposes of such uses:
System information may be used by authorized individuals in the
performance of duties associated with their emergency management
responsibilities. Routine uses are:
a. To disclose needed information to a Federal, State, or local
agency investigating, prosecuting, or enforcing a statute, rule,
regulation, or order, where GSA becomes aware of a possible violation
of civil or criminal law or regulation.
b. To disclose information to a Member of Congress or a
congressional staff member at the request of the individual who is
the subject of the record.
c. To disclose information to another Federal agency or to a
court where the Government is a party to a judicial proceeding before
the court.
d. To disclose information to a Federal agency, in response to
its request, in connection with hiring or retaining an associate,
issuing a security clearance, conducting a security or suitability
investigation, classifying a job, letting a contract, or issuing a
license, grant, or other benefit by the requesting agency, to the
extent that the information is necessary to the agency's decision on
the matter.
e. To disclose information to an appeal, grievance, or formal
complaints examiner; equal employment opportunity investigator;
arbitrator; or other authorized official engaged in investigating or
adjudicating a grievance, complaint, or appeal.
f. To disclose information to the Office of Personnel Management
(OPM) and the Government Accountability Office (GAO) when the
information is required for evaluation of program activities.
g. To disclose information to the National Archives and Records
Administration (NARA) for records management purposes.
h. To disclose information to an expert, consultant, or
contractor in the performance of a Federal government duty to which
the information is relevant.
Policies and practices for storing, accessing, retrieving, retaining, and
disposing of records in the system:
Storage: System records may be stored on paper or electronically
in secure locations or computer systems.
Retrievability: Records may be retrieved by name, organization,
location, teleworking capability, or special medical or other health
or safety need of an individual.
Safeguards: When not in use by an authorized person, the records
are secured from unauthorized access. Paper records are placed in
lockable file cabinets or in secured areas. Electronic records are
protected by passwords, access codes, and other appropriate technical
security measures.
Retention and disposal: Disposal of system records is according
to the Handbook, GSA Records Maintenance and Disposition System (OAD
P 1820.2A), and the requirements of the National Archives and Records
Administration.
System manager(s) and address: The official with overall
responsibility for the system of records is the Director, Office of
Emergency Management (ACE), 1800 F Street NW, Washington DC 20405.
GSA Services, Staff Offices, and regions are responsible for the
integrity of data within their jurisdictions.
Notification procedure: Individuals may determine whether the
system contains their records by submitting a request to the System
Manager or the appropriate Service, Staff Office, or regional
official.
Record access procedures: An individual may obtain information on
the procedures for gaining access to their records from the System
Manager or the appropriate Service, Staff Office, or regional
official.
Procedures for contesting records: Individuals wishing to request
amendment of their records should contact the System Manager or the
appropriate Service, Staff Office, or regional official.
Record sources: The records contain information provided by the
individuals themselves, their supervisors, or their Service, Staff
Office, or region.
GSA/HRO-10
System name: Grievance Records.
System location: These records are located in the personnel offices
of GSA at the location listed in the appendix following the notice
GSA/HRO-6 or designated offices in GSA in which the grievances were
filed.
Categories of individuals covered by the system: Current or former
employees who have submitted grievances with GSA in accordance with
part 771 of the Office of Personnel Management (OPM) Regulations (5
CFR part 771) or a negotiated procedure.
Categories of records in the system: The system contains records
relating to grievances filed by agency employees under part 771 of
the OPM regulations. These case files contain all documents related
to the grievance including statements of witnesses, reports of
interviews and hearings, examiner's findings and recommendations, a
copy of the original and final decision, and related correspondence
and exhibits. This system includes files and records of internal
grievance and arbitration systems that are established through
negotiations with recognized labor organizations.
Authority for maintenance of the system: 5 U.S.C. 1302, 3301, and
3302; E.O. 10577; 3 CFR 1954-1958 Comp., p218; E.O. 10987; 3 CFR
1959-1963 Comp., p519.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: a. To disclose
pertinent information to the appropriate Federal, State, or local
agency responsible for investigating, prosecuting, enforcing, or
implementing a statute, rule, regulation, or order, where the
disclosing agency becomes aware of an indication of a violation or
potential violation of civil or criminal law or regulation.
b. To disclose information to any source from which additional
information is requested in the course of processing a grievance, to
the extent necessary to identify the individual, inform the source of
the purposes(s) of the request, and identify the type of information
requested.
c. To disclose information to a Federal agency, in response to
its request, in connection with the hiring or retention of an
employee, the issuance of a security clearance, the conducting of a
security of suitability investigation of an individual, the
classifying of jobs, the letting of a contract, or the issuance of a
license, grant, or other benefit by the requesting agency, to the
extent that the information is relevant and necessary to requesting
the agency's decision on the matter.
d. To provide information to a congressional office from the
record of an individual in response to an inquiry from that
congressional office made at the request of that individual.
e. To disclose information to another Federal agency or to a
court when the Government is party to a judicial proceeding before
the court.
f. By GSA or the Office of Personnel Management in the production
of summary description statistics and analytical studies in support
of the function for which the records are collected and maintained,
or for related work force studies. While published statistics and
studies do not contain individual identifiers, in some instances the
selection of elements of data included in the study may be structured
in such a way as to make the data individually identifiable by
inference.
g. To disclose information to officials of the Merit Systems
Protection Board, including the Office of the Special Counsel; the
Federal Labor Relations Authority and its General Counsel, or the
Equal Employment Opportunity Commission when requested in performance
of their authorized duties.
h. To disclose, in response to a request for discovery or for
appearance of a witness, information that is relevant to the subject
matter involved in a pending judicial or administrative proceeding.
i. To provide information to officials of labor organizations
reorganized under the Civil Service Reform Act when relevant and
necessary to their duties of exclusive representation concerning
personnel policies, practices, and matters affecting work conditions.
j. To an expert, a consultant, or a contractor of GSA to the
extent necessary to further the performance of a Federal duty.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: These records are maintained in file folders.
Retrievability: These records are retrieved by the names of the
individuals on whom they are maintained.
Safeguards: These records are maintained in lockable metal filing
cabinets to which only authorized personnel have access.
Retention and disposal: These records are disposed of 3 years after
closing of the case. Disposal is by shredding or burning.
System manager(s) and address: The Director of Personnel, 18th and
F Streets NW, Washington, DC 20405. Mailing address: General Services
Administration (HP), Washington, DC 20405.
Notification procedure: It is required that individuals submitting
grievances be provided a copy of the record under the grievance
process. They may, however, contact the GSA personnel, or other
designated office, where the action was processed regarding the
existence of such records on them. They must furnish the following
information for their records to be located and identified: Name,
date of birth, approximate date of closing of the case and kind of
action taken, and the organization component involved.
Record access procedures: It is required that individuals
submitting grievances be provided a copy of the record under the
grievance process. However, after the action has been closed, an
individual may request access to the official copy of the grievance
file by contacting the GSA personnel or designated office where the
action was processed. Individuals must provide the following
information for their records to be located and identified: Name,
date of birth, approximate date of closing of the case and kind of
action taken, and organization component involved. Individuals
requesting access must also follow the GSA regulations as outlined in
41 CFR part 105-64 regarding access to records.
Contesting record procedures: Review of requests from individuals
seeking amendment of their records which have been the subject of a
judicial or quasi-judicial action will be limited in scope. Review of
amendment requests of these records will be restricted to determine
if the record accurately documents the action of GSA's ruling on the
case and will not include a review of the merits of the action,
determination, or finding. Individuals wishing to request amendment
to their records to correct factual errors should contact the GSA
personnel or designated office where the grievance was processed.
Individuals must furnish the following information for their records
to be located and identified: Name, date of birth, approximate date
of closing of the case and kind of action taken, and organizational
component involved. Individuals must also follow the GSA Privacy Act
regulations regarding amendment to records (ADM 7900.4).
Record source categories: Information in this system of records is
provided by the individual on whom the record is maintained, by
testimony of witnesses, by agency officials, and from related
correspondence from organizations or persons.
Appendix- GSA/HRO Addresses of Locations of Administrative Services
Divisions
Central Office
Office of Administrative Services (HR), General Services
Administration, 18th and F Streets NW, Washington, DC 20405.
Regional Offices
Region 1: Director, Administrative Services Division (1BR),
General Services Administration, McCormack Post Office and
Courthouse, Boston, MA 02109.
Region 2: Director, Administrative Services Division (2BR),
General Services Administration, 26 Federal Plaza, New York, NY
10007.
Region 3: Director, Administrative Services Division (3BR),
General Services Administration, Ninth and Market Streets,
Philadelphia, PA 19107.
National Capital Region: Director, Administrative Services
Division (WBR), General Services Administration, 7th and D Streets
SW, Washington, DC 20497.
Region 4: Director, Administrative Services Division (4BR),
General Services Administration, Richard B. Russell Building,
Atlanta, GA 30303.
Region 5: Director, Administrative Services Division (5BR),
General Services Administration, 230 South Dearborn Street, Chicago,
IL 60604.
Region 6: Director, Administrative Services Division (6BR),
General Services Administration, 1500 E. Bannister Road, Kansas City,
MO 64131.
Region 7: Director, Administrative Services Division (7BR),
General Services Administration, 819 Taylor Street, Fort Worth, TX
76102.
Region 8: Director, Administrative Services Division (8BR),
General Services Administration, Denver Federal Center, Bldg. 41,
Denver, CO 80225.
Region 9: Director, Administrative Services Division (9BR),
General Services Administration, 525 Market Street, San Francisco, CA
94105.
Region 10: Director, Administrative Services Division (10BR),
General Services Administration, GSA Center, Auburn, WA 98002.
GSA/HRO-37 (23-00-0110)
System name: Security Files.
Security classification: Some of the material contained in the
system has been classified in the interests of the national security
pursuant to Executive Order 12065.
System location: Personnel security files pertaining to Senior
Executive Service (SES) and Schedule C employees are maintained in
the Office of Ethics (AK), GS Building, 18th and F Sts. NW,
Washington, DC. All other files are maintained in the Office of
Internal Security (AII), GS Building, 18th and F Sts. NW, Washington,
DC 20405.
Categories of individuals covered by the system: Individuals
covered by the system are employees, applicants for employment, and
former employees of GSA and of commissions, committees, and small
agencies serviced by GSA. Also included are historical researchers,
experts or consultants, and employees of contractors performing
services under GSA jurisdiction.
Categories of records in the system: Personnel security files
contain information such as name, date and place of birth, address,
social security number, education, occupation, experience, and
investigatory material. These records are used as basis for issuance
of security and ADP clearances; suitability determinations; and
civil, criminal, and administrative action. Information security
files contain records of security violations which may include
employees' names and positions. These records are used for
recommending administrative action against employees found to be in
violation of GSA document security regulations. The assets protection
files contain survey and inspection reports of all GSA owned or
leased facilities and may include employees' names and positions.
These records are used for recommending assets protection measures
and procedures.
Authority for maintenance of the system: Executive Order 10450,
April 27, 1953, as amended; Executive Order 12065, June 28, 1978; 31
U.S.C. 686; and 40 U.S.C. 318 (a) through (d).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: a. To disclose
pertinent information to the appropriate Federal, State, or local
agency responsible for investigating, prosecuting, enforcing, or
implementing a statute, rule, regulation, or order, where the General
Services Administration (GSA) becomes aware of an indication of a
violation or potential violation of civil or criminal law or
regulation.
b. To provide information to a Member of Congress or to a
congressional staff member from the records of an individual in
response to an inquiry from that congressional office made at the
request of that individual.
c. To disclose information to another Federal agency or to a
court when the Government is party to a judicial proceeding before
the court.
d. To disclose information to a Federal agency, in response to
its request, in connection with the hiring or retention of an
employee, the issuance of a security clearance, the conducting of a
security or suitability investigation of an individual, the
classifying of a job, the letting of a contract, or the issuance of a
license, grant, or other benefit by the requesting agency, to the
extent that the information is relevant and necessary to the
requesting agency's decision on the matter.
e. To an expert, consultant, or a contractor of GSA to the extent
necessary to further the performance of a Federal duty.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper records in file folders, microfiche in cabinets, and
computer records in conjunction with the system of records GSA/PPFM-4
and attached equipment.
Retrievability: Paper records are retrieved manually by name from
files that are indexed alphabetically and filed numerically by
location and incident. Microfiche and computer records are filed
alphabetically or by social security number.
Safeguards: Records are stored in locked, alarmed room and/or three
way combination dial safes with access limited to authorized
employees. Passwork system protects access to computer records.
Information is released only to officials on a need-to-know basis.
Retention and disposal: Disposition of records is in accordance
with the HB, GSA Records Maintenance and Disposition System (OAD P
1820.2). Records are destroyed by burning, pulping, or shredding.
System manager(s) and address: The official responsible for the
personnel security files pertaining to SES and Schedule C employees
is the Director of the Office of Ethics (AK), 18th and F Streets NW,
Washington, DC 20405. The official responsible for all other files in
the system is the Director of Internal Security (AII), 18th and F
Streets NW, Washington, DC 20405.
Notification procedure: Inquiries by individuals as to whether the
system contains a record pertaining to themselves should be addressed
to the applicable system manager.
Record access procedures: Requests from individuals for access to
records should be addressed to the applicable system manager and
should include full name (maiden name where appropriate), address,
and date and place of birth. Only general inquiries may be made by
telephone.
Contesting record procedures: GSA rules for access to records and
for contesting the contents and appealing initial determinations are
promulgated in 41 CFR part 105-64, published in the Federal Register.
Record source categories: Individuals, employees, informants, law
enforcement agencies, other Government agencies, employees
references, co-workers, neighbors, educational institutions, and
intelligence sources.
Systems exempted from certain provisions of the act: In accordance
with 5 U.S.C. 552a(k), the personnel security case files in this
system of records are exempt from subsections (c)(3); (d); (e)(1);
(e)(4)(G), (H), and (I); and (f) of the act.
HRO-38
System name: Citizens' Commission on Public Service and
Compensation (CCPSC) Candidate and Alternate Member Files.
System location:
This system of records is located in the Committee Management
Secretariat, General Services Administration, Suite 816, 1730 K St.
NW, Washington, DC 20006.
Purpose(s):
This system is established to enable GSA to screen candidates and
select the five GSA-designated members and ten alternates therefrom,
according to law and GSA regulation to serve on the CCPSC. If one or
several of the GSA-designated members chosen cannot continue as
members of the CCPSC for any reason, further review of the records
will be conducted only as necessary to replace these former members
from predesignated alternates and only during the one-year period of
their term.
Categories of individuals covered by the system:
Individuals covered by the system are those randomly selected by
GSA to be potential members of the CCPSC.
Categories of records in the system:
Records include the following information on each individual in
the system: (1) Information from state precinct voter registration
lists, which may include name, address, Social Security Number, and
date of birth; (2) information collected from individuals via
questionnaires, which may include the above information, plus home
and work telephone numbers, whether or not said individual is an
officer or employee of the Federal Government, or is a relative or
dependent relative of any officer or employee of the Federal
Government, whether or not said individual is registered as a
lobbyist or required to register as a lobbyist, or is a relative or a
dependent relative of any registered lobbyist or any individual
required to register as a lobbyist, and whether or not said
individual is currently under indictment for a felony offense, or has
ever been convicted of a felony offense; (3) information required to
validate the information from the questionnaires as to registered
lobbyist status; (4) information extracted from various sources and
maintained on databases; and (5) correspondence with, or relating to
individual potential candidates or alternates.
Authority for maintenance of the system:
The collection of this information is authorized by section
701(b) of the Ethics Reform Act of 1989 (2 U.S.C. 352), which
provides that the individuals appointed as members of the Citizens'
Commission on Public Service and Compensation by the Administrator of
General Services must be selected from voter registration lists and
must meet stated qualification requirements; and by 5 CFR part 731
pertaining to suitability determinations for persons appointed to a
Federal Government position. The collection of Social Security
Numbers (SSN) is authorized by Executive Order 9397.
Routine uses of records maintained in the system, including
categories of users and the purposes of such use:
a. To disclose information to the Office of Personnel Management
under the agency's responsibility for conducting those evaluations
and suitability checks necessary to qualify candidates for membership
on the CCPSC.
b. To disclose information to another Federal agency or a court
when the Government is a party to a proceeding before that court.
c. To disclose information to a Member of Congress or a
congressional staff member in response to an inquiry from that
congressional office made in behalf of a constituent.
d. To disclose information to a Federal, State, local, or foreign
agency responsible for investigating, prosecuting, enforcing, or
carrying out a statute, rule, regulation, or order, where the General
Services Administration becomes aware of a violation or potential
violation of civil or criminal law or regulation.
e. To disclose information to the Clerk of the U.S. House of
Representatives and to the Secretary of the Senate, to verify
compliance with restrictions on committee service by registered
lobbyists.
f. To disclose to the CCPSC information regarding selected
members for personnel management purposes and to determine continued
eligibility to serve on the committee.
g. To disclose to the press and to the public information
regarding selected members and alternates.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records in file folders and cabinets; electronic media
copies of records are stored on CD-ROM disks and in electronic
databases.
Retrievability:
Filed at system location by name and geographic region.
Safeguards:
Paper records and CD-ROM disks are stored in lockable containers
or secured rooms; the electronic database is password protected.
Retention and disposal:
Disposal of records is described in the HB, GSA Records
Maintenance and Disposition System (OAD P 1820.2).
System manager(s) and address:
Director, Committee Management Secretariat, General Services
Administration, 1730 K St., NW, Washington, DC 20006.
Notification procedure:
Inquiries from individuals should be addressed to the system
manager.
Record access procedure:
Requests from individuals should be addressed to the system
manager. Individuals must furnish their full name, Social Security
Number, address, and telephone number. For identification
requirements, refer to the agency regulations outlined in 41 CFR part
105-64 of the Code of Federal Regulations.
Contesting record procedures:
General Services Administration rules for contesting the contents
and appealing initial decisions are issued in 41 CFR part 105-64.
Record source categories:
Individuals, in voluntarily-completed questionnaires; state
precinct voter registration files; the Office of Personnel
Management; and lists of registered lobbyists maintained by the Clerk
of the House of Representatives and the Secretary of the Senate.
GSA/PPFM-1
System name:
Disbursement and Accounts Payable Files.
System location:
System records are located in GSA's finance centers as follows:
Heartland Finance Center, 1500 East Bannister Road, Kansas City,
MO 64131.
Greater Southwest Finance Center, 819 Taylor Street, Fort Worth,
TX 76102.
Categories of individuals covered by the system:
Current and former employees; and contractual or appointed
experts and consultants.
Categories of records in the system:
The system provides for reporting each account's status. Records
may include but are not limited to name, address, telephone number,
vendor identification number, and Social Security number.
Authority for maintenance of the system:
31 U.S.C. 3501 et seq.; 40 U.S.C. 758; 5 U.S.C. 3109.
Purpose(s):
To assemble in one system disbursement and accounts payable
records to GSA employees, and on experts and consultants procured
contract or by appointment.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To the extent necessary, the records are available outside GSA to
monitor and document adverse action proceedings and to advise on
credit inquiries.
The following routine uses also apply:
a. A record may be disclosed where pertinent in any legal
proceeding to which GSA is a party before a court or administrative
body.
b. A record may be disclosed to a Federal, State, local, or
foreign agency responsible for investigating, prosecuting, enforcing,
or carrying out a statute, rule, regulation, or order when GSA
becomes aware of a violation or potential violation of civil or
criminal law or regulation.
c. A record may be disclosed as needed to duly authorized
officials engaged in investigating or settling a grievance,
complaint, or appeal filed by an employee or other individual who is
the subject of the record.
d. Records may be provided to the Office of Personnel Management
(OPM) in accordance with the agency's responsibility for evaluating
Federal personnel management.
e. A record may be disclosed to a Member of Congress or his or
her staff on behalf of and at the request of the individual who is
the subject of the record.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records are maintained in file folders and card files
stored in filing cabinets, or in electronic form in computers.
Retrievability:
Records are retrieved by name or by identifying number.
Safeguards:
Records are stored in guarded buildings and/or in areas
controlled by authorized personnel. Computer files are protected by
the use of passwords.
Retention and disposal:
Disposition of records is in accordance with the Handbook, GSA
Records Maintenance and Disposition System (OAD P 1820.2).
System manager(s) and address:
Director, Financial and Accounting Systems Division (BCA), Office
of Finance, Office of the Chief Financial Officer, General Services
Administration, 1800 F Street, NW, Washington, DC 20405.
Notification procedure:
Individuals may obtain information about whether they are part of
this system of records from the system manager at the above address.
Record access procedures:
Requests to access records should be directed to the system
manager at the above address. Inquiries should provide, as
appropriate, full name, Social Security number, vendor number,
address, telephone number, and the dates and transactions giving rise
to the record. For identification requirements, refer to the agency
regulations in 41 CFR part 105-64.
Contesting record procedures:
GSA rules for access to records, and for contesting the contents
and appealing initial determinations, are provided in 41 CFR part
105-64.
Record source categories:
The individuals themselves, employees, other agencies, management
officials, and non-Federal sources such as private firms.
GSA/PPFM-3
System name:
Travel System, GSA/PPFM-3.
System location:
The system of records is located in the General Services
Administration (GSA) Central Office service and staff offices and
administrative offices throughout GSA.
PERSONS covered by the system:
Current and former employees of GSA and of commission,
committees, and small agencies serviced by GSA, including persons
other than full-time employees authorized to travel on Government
business.
TYPE OF RECORD SYSTEM:
The system provides control over the expenditure of funds for
travel, relocation, and related expenses. Therefore, provisions are
made to authorize travel and relocation, provide and account for
advances, and to pay for travel and relocation costs. The system
contains records that may include, but are not limited to, name,
Social Security Number, date of birth, residence address, dependent's
names and ages, duty stations, itinerary and credit data in the form
of credit scores (examples of credit scores are FICO, an acronym for
Fair Isaac Corporation, a Beacon score, etc.) or commercial and
agency investigative reports showing debtors' assets, liabilities,
income, expenses, bankruptcy petitions, history of wage garnishments,
repossessed property, tax liens, legal judgments on debts owed, and
financial delinquencies.
Authority for MAINTAINING THE SYSTEM:
5 U.S.C. 5701-5709, 5 U.S.C. 5721-5739, and Section 639 of the
Consolidated Appropriations Act, 2005 (P.L. 108-447).
PURPOSE:
To assemble in one system information supporting the day-to-day
operating needs associated with managing the GSA travel and
relocation programs. The system includes an automated information
system and supporting documents.
ROUTINE USES OF THE RECORD SYSTEM, INCLUDING TYPES OF USERS AND THEIR
PURPOSES IN USING THE SYSTEM:
System information may be accessed and used by authorized GSA
employees or contractors to conduct official duties associated with
the management and operation of the travel and relocation program.
Information from this system also may be disclosed as a routine use:
a. In any legal proceeding, where pertinent, to which GSA is a
party before a court or administrative body.
b. To authorized officials engaged in investigating or settling a
grievance, complaint, or appeal filed by an individual who is the
subject of the record.
c. To a Federal agency in connection with the hiring or retention
of an employee; the issuance of a security clearance; the reporting
of an investigation; the letting of a contract; or the issuance of a
grant, license, or other benefit to the extent that the information
is relevant and necessary to a decision.
d. To the Office of Personnel Management (OPM), the Office of
Management and Budget (OMB), or the Government Accountability Office
(GAO) when the information is required for program evaluation
purposes.
e. To a Member of Congress or staff on behalf of and at the
request of the individual who is the subject of the record.
f. To an expert, consultant, or contractor of GSA in the
performance of a Federal duty to which the information is relevant.
g. To the National Archives and Records Administration (NARA) for
records management purposes.
h. To the Office of Management and Budget in connection with
reviewing private relief legislation at any stage of the coordination
and clearance process.
i. To banking institutions so that travelers may receive travel
reimbursements by electronic funds transfer (EFT).
j. To the Department of the Treasury regarding overseas travel
allowances that are excluded from taxable income, so that reports can
be compiled and submitted to the Congress.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper records are stored in file folders, card files and
cabinets; magnetic tapes and cards are stored in cabinets and storage
libraries; and computer records are stored within computers and
attached equipment.
RETRIEVAL:
Paper records are filed by name. Electronic records are
retrievable by name, vendor number (an identifier assigned by GSA to
all payees, including companies and individuals), or Social Security
Number.
Safeguards:
System records are safeguarded in accordance with the
requirements of the Privacy Act, the Computer Security Act, and OMB
Circular A-130. Technical, administrative, and personnel security
measures are implemented to ensure confidentiality and integrity of
the system data stored, processed, and transmitted. Paper records are
stored in secure cabinets or rooms. Electronic records are protected
by passwords and other appropriate security measures.
DISPOSAL:
The agency disposes of the records as described in the HB, GSA
Records Maintenance and Disposition System (OAD P 1820.2A and CIO P
1820.1).
System manAGER AND ADDRESS:
Director, Financial Initiative Division (BCD), Office of Finance,
Office of the Chief Financial Officer, General Services
Administration, 1800 F Street NW, Washington DC, 20405.
Notification procedure:
Employees may obtain information about whether they are a part of
this system of records from the system manager at the above address.
RECORD REVIEW PROCEDURES:
Requests from individuals for access to their records should be
addressed to the system manager.
PROCEDURE TO CONTEST A RECORD:
GSA rules for access to systems of records, contesting the
contents of systems of records, and appealing initial determinations
are published at 41 CFR Part 105-64.
RECORD SOURCES:
The sources are individuals, other employees, supervisors, other
agencies, management officials, and non-Federal sources such as
private firms.
GSA/PPFM-5 (23-00-0036)
System name: Payroll, Time and Attendance Reporting System.
System location: The system is located in the General Services
Administration Central Office service and staff offices and other
offices wherever there are timekeepers and at the addresses listed in
the appendix following notice GSA/PPFM-6.
Categories of individuals covered by the system: Current and former
employees.
Categories of records in the system: The system provides for
reporting each employee's status as either on the job time or as paid
or unpaid time including absences without authorized leave.
Accordingly, records include but are not limited to name, home
address, telephone number, work location, social security number,
hours of duty and attendance information for processing of the data
to the Manpower and Payroll Statistics System.
Authority for maintenance of the system: 5 U.S.C., Part III, is the
authority for the overall system. Specific authority for use of
Social Security Number is contained in Executive Order 9397.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: To the extent
necessary, the records are available outside GSA to monitor and
document grievance proceedings, EEO complaints, and adverse actions;
and to conduct counseling sessions. The routine use statements A, B,
C, D, E, F, and G, described in the appendix following the GSA
notices, also apply to this system of records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper records in filed folders and card files.
Retrievability: Filed alphabetically by name.
Safeguards: Stored in guarded buildings and/or in areas controlled
by authorized personnel.
Retention and disposal: Disposition of records shall be in
accordance with the HB, GSA Records Maintenance and Disposition
System (OAD P 1820.2).
System manager(s) and address: Chief, Payroll, Travel, and Property
Accounting Liaison Branch, General Services Administration, 18th and
F Streets NW, Washington, DC 20405. Mailing address: General Services
Administration (BCAP), Washington, DC 20405.
Notification procedure: Current employees may obtain information
about whether they are part of this system of records from their
supervisor or from the Chief, Payroll, Travel, and Property
Accounting Liaison Branch, Office of Finance, at the General Services
Administration, 18th & F Sts. NW, Washington, DC 20405, whichever is
applicable. Former employees may obtain information at the address
listed above.
Record access procedures: Requests from current or former employees
to access records should be directed to the employees' supervisor or
to the Chief, Payroll, Travel, and Property Accounting Liaison
Branch, Office of Finance, at the address noted above, whichever is
applicable. For written request, former employee should provide full
name, social security number, address, and telephone number, and
approximate dates and places of employment. For identification
requirements, refer to the agency regulations as outlined in 41 CFR
part 105-64.
Contesting record procedures: GSA rules for access to records, for
contesting the contents, and appealing initial determinations are
promulgated in 41 CFR part 105-64 published in the Federal Register.
Record source categories: The individuals themselves, other
employees, supervisors, other agencies, management officials, and
non-Federal sources such as private firms.
GSA/PPFM-6 (23-00-0100)
System name: Employee Credit Reports GSA/OAD.
System location: The system is located in the General Services
Administration, Office of Finance, Financial Management Division,
Credit and Finance Branch, 18th & F Sts. NW, Washington, DC 20405.
Categories of individuals covered by the system: Present and former
employees who have refused to abide by the terms of their training
agreement and/or other employment related contracts, and thereby have
incurred a liability to the Government. If appropriate, similar
information will be gathered on spouses.
Categories of records in the system: The categories of records are
as follows: Name and address; age; number of dependents; name of
employer; nature of business; position held/length held; full time or
part-time employment; prospects for continued permanent employment;
net worth and what it consist of; annual earned income; additional
income; reputation; credit record; and financial record and personal
history. Records are used in GSA to investigate employees who have
defaulted on employment related contracts.
Authority for maintenance of the system: 31 U.S.C. 951-953.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Referred to GAO.
The routine use statement A described in the appendix following the
GSA notices, also applies to this system of records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: The records for both GSA and the contractor will be stored
on paper.
Retrievability: The records within the system will be kept in
alphabetical order by name.
Safeguards: All correspondence between GSA and the contractor will
be secured in a locked cabinet in the Credit and Finance Branch. Only
those people designated authority will handle this data. The
contractor will retain his or her records in a secured office.
Retention and disposal: Disposal is in accordance with HB, GSA
Records Maintenance and Disposition System (OAD P 1820.2).
System manager(s) and address: Chief, Credit and Finance Branch,
Financial Management Division, Office of Finance, 18th & F Sts. NW,
Washington, DC 20405. Mailing address: General Services
Administration (BCFC), Washington, DC 20405.
Notification procedure: Information may be obtained from the
official listed above.
Record access procedures: Procedures for contesting records are
contained in 41 CFR part 105-64.
Contesting record procedures: Procedures for access to records are
contained in 41 CFR part 105-64.
Record source categories: Credit companies, individuals, employers/
supervisors, former employers, banks, and GSA contracted credit
investigators.
GSA/PPFM-7
System name:
Credit Data on Individual Debtors.
System location:
Records are located at the following GSA Central Office and
Regional addresses of the GSA Office of Finance:
GSA Building, 1800 F Street, NW., Washington, DC 20405.
1500 East Bannister Road, Kansas City, MO 64131.
Fritz G. Lanham Federal Building, 819 Taylor Street, Fort Worth
TX 76102.
Categories of individuals covered by the system:
Individuals covered include employees, former employees, and
other individuals who are indebted to GSA or any other agency or
department of the United States; a State, territory or commonwealth
of the United States, or the District of Columbia (hereinafter
collectively referred to as ``States''); or individuals that may
become indebted to GSA or another agency or department of the United
States as the result of a privately owned vehicle (POV) being
involved in an accident with a GSA Fleet vehicle.
Categories of records in the system:
The records may contain information from commercial and agency
investigative reports showing debtors' assets, liabilities, income,
and expenses; identifying information, such as names and taxpayer
identification numbers (TINs) (i.e., Social Security Numbers or
employer identification numbers); debtor contact information, such as
work and home address, and work and home telephone numbers; and name
of employer and employer address. The records for claims against
nongovernmental individuals (i.e., claims arising from vehicle
accidents) may contain information on privately owned vehicles
(POVs), including, but not limited to: (a) The owner, year, make,
model, tag number and State of the vehicle; and (b) the driver's or
owner's insurance company information, including name, address,
telephone number and policy number. Debts include unpaid taxes,
loans, assessments, fines, fees, penalties, overpayments, advances,
extensions of credit from sales of goods or services, third party
claims, and other amounts of money or property owed to, or collected
by, GSA, any other Federal entity or a State, including past due
support that is being enforced by a State.
The records also may contain information about: (a) The debt,
such as the original amount of the debt, the debt account number, the
date of debt origination, the amount of delinquency or default, date
of delinquency or default, the basis for the debt, the amounts
accrued for interest, penalties, and administrative costs; and the
payments on the account; (b) actions taken to collect or resolve the
debt, such as demand letters or invoices sent, documents or
information required for referral of accounts to collection agencies,
to other Federal entities, or for litigation, and notes taken
regarding telephone or other communications related to the collection
or resolution of the debt; and (c) the referring or collecting
governmental entity that is collecting or is owed the debt, such as
the name, telephone number, and address of the governmental entity
contact.
Authority for maintenance of the system:
Federal Claims Collection Act of 1966, 31 U.S.C. 3701(a)(3) and
3711(e), as amended by the Debt Collection Act of 1982, 5 U.S.C.
5514; the Debt Collection Improvement Act of 1996, 31 U.S.C. 3701 et
seq.; Cash Management Improvement Act Amendments of 1992, 31 U.S.C.
3335, 3718, 3720A and 6503; Deficit Reduction act of 1984, Pub. L.
98-369, 98 Stat. 494 (codified as amended in scattered sections of 26
U.S.C.); Taxpayer Relief Act of 1997, Pub. L. 105-34, 11 Stat. 788
(codified in scattered sections of 26 U.S.C.); Internal Revenue
Service Restructuring And Reform Act of 1998, Pub. L. 105-206, 112
Stat. 685 (codified in scattered sections of 26 U.S.C.); 26 U.S.C.
6402; 26 U.S.C. 6331; 31 U.S.C. Chapter 37 (Claims), Subchapter I
(General) and Subchapter II (Claims of the U.S. Government); Title 31
Code of Federal Regulations, Chapter IX, parts 901-904.
Purpose(s):
The purpose of the system is to assemble and maintain information
on individuals who are indebted to GSA, other Federal entities, and
States for the purpose of effecting enforced collections from the
debtors, including past due support enforced by States. The
information contained in the records is maintained for the purpose of
taking action to facilitate collection and resolution of debts using
various methods, including, but not limited to, requesting repayment
of debt by telephone or in writing, pursuing offset, levy,
administrative wage garnishment, centralized salary offset, referral
to collection agencies or litigation, and using other collection or
resolution methods authorized or required by law. The information is
also maintained for the purpose of providing collection information
about the debt to other Federal entities or States collecting the
debt, providing statistical information on debt collection
operations, and testing and developing enhancements to computer
systems containing the records.
Routine uses of records maintained in the system, including
categories of users and their purpose for using the system:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, 5 U.S.C. 552a(b), GSA may disclose information
contained in this system of records without the consent of the
subject individual if the disclosure is compatible with the purpose
for which the record was collected under the following routine uses:
a. A record from this system may be used where pertinent in any
legal proceeding before a court, magistrate, or administrative body
in the course of presenting evidence, including disclosures to
opposing counsel or witnesses in the course of civil discovery,
litigation, or settlement negotiations, in response to a subpoena
where relevant or potentially relevant to a proceeding, or in
connection with criminal law proceedings.
b. A record from this system may be disclosed to the Department
of Justice, United States Attorney, or Department of the Treasury for
the purpose of litigation or in anticipation of litigation to enforce
collection of a delinquent debt or to obtain the Department of
Justice's concurrence in a decision to compromise, suspend, or
terminate collection action on a debt and GSA determines that the
disclosure is relevant or necessary to the litigation.
c. A record from this system may be disclosed to a congressional
office on behalf of and at the request of the individual who is the
subject of the record.
d. A record from this system may be disclosed to any Federal
agency where the debtor is employed or receiving some form of
remuneration for the purpose of enabling that agency to collect a
debt owed the Federal government on GSA's behalf. GSA may negotiate
with the debtor for voluntary repayment or may initiate
administrative or salary offset procedures or other authorized debt
collection methods under the provisions of the Debt Collection Act of
1982, 5 U.S.C. 5514, or the Debt Collection Improvement Act of 1996,
31 U.S.C. 3701 et seq.
e. In the event that a record in this system indicates a
violation or potential violation of law, whether civil, criminal, or
regulatory in nature, and whether arising by general statute,
particular program statute, or regulation, rule, order, or license
issued pursuant thereto, the relevant record may be referred to the
appropriate Federal, State, local or foreign agency charged with the
responsibility of investigating or prosecuting such violation or
enforcing or implementing the statute, rule, regulation, order, or
license.
f. A record from this system may be disclosed to any Federal,
State or local agency, U.S. Territory or commonwealth, or the
District of Columbia, or their agents or contractors, including
private collection agencies (consumer and commercial):
(1) To facilitate the collection of debts through the use of any
combination of various debt collection methods required or authorized
by law, including, but not limited to: Requests for repayment by
telephone or in writing; negotiation of voluntary repayment or
compromise agreements; offsets of Federal payments, which may include
the disclosure of information contained in the records for the
purpose of providing the debtor with appropriate pre-offset notice
and to otherwise comply with offset prerequisites, to facilitate
voluntary repayment in lieu of offset, and to otherwise effectuate
the offset process; referral of debts to private collection agencies,
to Treasury-designated debt collection centers, or for litigation;
obtaining administrative and court-ordered wage garnishment;
conducting debt sales; publishing names and identities of delinquent
debtors in the media or other appropriate places; creating a
Centralized Salary Offset program; and pursuing any other debt
collection method authorized by law.
(2) To conduct computerized comparisons to locate Federal
payments to be made to debtors.
(3) To conduct authorized computer matching programs in
compliance with the Privacy Act of 1974, as amended, 5 U.S.C. 552a,
to identify and locate individuals receiving Federal payments
(including but not limited to salaries, wages and benefits), which
may include the disclosure of information contained in the records
for the purpose of requesting voluntary repayment or implementing
Federal employee salary offset or other offset procedures.
(4) To collect a debt owed to GSA, another Federal entity, or
State through the offset of payments made by States, territories,
commonwealths, or the District of Columbia.
(5) To account for or report on the status of debts for which
such entity has a financial or other legitimate need for the
information in the performance of official duties.
(6) To deny Federal financial assistance in the form of loans or
loan guarantees to an individual who owes a delinquent debt to GSA or
another Federal entity or who owes delinquent child support that has
been referred to GSA for collection by administrative offset.
(7) To develop, enhance, and/or test databases, matching
communications, or other computerized systems that facilitate debt
collection processes.
(8) To provide assistance with any other appropriate debt
collection purpose.
g. A record from this system may be disclosed to any individual
or other entity receiving Federal payments in conjunction with
payments made to a debtor for the purpose of providing notice of an
information about offsets from such Federal payments.
h. A record from this system may be disclosed to any individual
or entity:
(1) To facilitate the collection of debts through the use of any
combination of various debt collection methods required or authorized
by law, including, but not limited to: pursuing administrative or
court-ordered wage garnishment; reporting information to commercial
credit bureaus; conducting asset searches; publishing the names and
identities of delinquent debtors in the media or other appropriate
places; conducting debt sales; or initiating Centralized Salary
Offsets.
(2) To deny Federal financial assistance in the form of loans or
loan guarantees to an individual who owes a delinquent debt to the
United States or delinquent child support that has been referred to
GSA for collection by administrative offset.
(3) To pursue any other appropriate debt collection purpose.
i. A record from this system may be disclosed to credit reporting
agencies or credit bureaus for the purpose of adding to a credit
history file or obtaining a credit history file or comparable credit
information for use in debt collection. As authorized by the Debt
Collection Improvement Act of 1996, 31 U.S.C. 3701 et seq., GSA may
report current (not delinquent) and delinquent consumer or commercial
debts to these entities to aid the collection of debts, typically by
providing an incentive to the person to repay the debt in a timely
manner. GSA may report on delinquent debts to the Department of
Housing and Urban Development's Credit Alert Interactive Voice
Response System (CAIVRS).
j. A record from this system may be disclosed to the Internal
Revenue Service and applicable State and local governments for tax
reporting purposes. Under the provisions of the Debt Collection
Improvement Act of 1996, 31 U.S.C. 3701 et seq., GSA is permitted to
provide the Department of Treasury with Form 1099-C information on
canceled or forgiven debts so that the Department of Treasury may
file the form on GSA's behalf with the IRS. W-2 and 1099 Forms
contain information on items to be considered as income to an
individual, including payments to persons not treated as employees
(e.g., fees paid to consultants and experts) and amounts written-off
as legally or administratively uncollectible in whole or in part.
k. A record from this system may be disclosed to banks enrolled
in the Treasury Credit Card Network to collect a payment or debt when
the individual has given his or her credit card number for this
purpose.
1. A record from this system may be disclosed to the Department
of Treasury or other Federal agency with whom GSA has entered into an
agreement establishing the terms and conditions for debt collection
cross servicing operations on behalf of GSA to satisfy, in whole or
in part, debts owed to the United States. Cross servicing includes
the possible use of all debt collections tools such as administrative
offset, referral to debt collection contractors, and referral to the
Department of Justice.
m. Records from this system may be disclosed to the Department of
Treasury, government corporations, State or local agencies, or other
Federal agencies to conduct computer matching programs for the
purpose of identifying and locating individuals who are receiving
Federal salaries or benefit payments and are delinquent in their
repayment of debts owed to the United States under certain programs
administered by the GSA in order to collect the debts under the
provisions of the Debt Collection Act of 1982, as amended, 5 U.S.C.
5514, or the Debt Collection Improvement Act of 1996, 31 U.S.C. 3701
et seq., by voluntary payment or administrative or salary offset
procedures.
n. A record from this system may be disclosed to the National
Archives and Records Administration for records management
inspections conducted under 44 U.S.C. 2904 and 2906.
o. A record from this system may be disclosed to, or received
from, the Department of Treasury for the purpose of allowing the GSA
National Payroll Center (NPC) to participate in the Centralized
Salary Offset (CSO) program, or similar offset program. Agencies must
notify the Department of Treasury of all delinquent debts over 180
days past due so that recovery may be made by centralized
administrative offset. This includes debts that GSA seeks to recover
from the pay account of an employee of another agency by salary
offset, or by another agency seeking recovery from a GSA employee,
including client agency employees, by salary offset.
p. A record from this system may be disclosed to, or received
from, another agency or department of the United States when a GSA
Fleet vehicle has been involved in an accident with an individual or
commercial POV. Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this
system to consumer reporting agencies as defined in the Fair Credit
Reporting Act, 15 U.S.C. 1681a(f), or the Federal Claims Collection
Act of 1966, as amended, 31 U.S.C. 3701(a)(3) and 3711(e).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained in paper form in file folders stored in
lockable metal filing cabinets and in electronic form in computers or
on transportable electronic media including but not limited to,
floppy discs, CD-ROMs or zip disks.
Retrievability:
Credit data is maintained by debtor name and claim number and is
cross-referenced with the Social Security Number (when available) to
verify name and address.
Safeguards:
When not in use by authorized personnel, records are stored in
lockable metal filing cabinets. Electronic files are protected by the
use of passwords.
Retention and disposal:
The records are a part of the GAO site auditing collection files
and are cut off at the end of the fiscal year, held 1 year, and then
retired under Record Group 217 (GAO). Records created prior to July
2, 1975, will be retained by GAO for 10 years and 3 months after the
period of the account. Records created on or after July 2, 1975, will
be retained by GAO for 6 years and 3 months after the period of the
account.
System manager(s) and address:
Branch Chief (BCDR), Financial Initiatives Division, Office of
Finance, Office of the Chief Financial Officer, General Services
Administration, Room 3121, 1800 F Street, NW., Washington, DC 20405.
Notification procedure:
Inquiries by individuals under the Privacy Act of 1974, as
amended (5 U.S.C. 552a) regarding claims pertaining to themselves
should be addressed to the system manager. All individuals making
inquiries should provide as much descriptive information as possible
to identify the particular record desired. The system manager will
advise as to whether GSA maintains the records requested by the
individual.
Record access procedures:
Requests from individuals for access to records should be
addressed to the system manager and should include the individual's
name and address.
Contesting records procedures:
GSA rules for contesting the contents of the records and for
appealing initial determinations are promulgated in 41 CFR 105.64.
Record source categories:
Information in this system is obtained from individual debtors;
credit bureaus; agency investigative reports; other GSA systems of
records; Federal and State agencies to which debts are owed; Federal
employing agencies and other entities that employ the individual;
Federal and State agencies issuing payments; collection agencies;
locator and asset search companies; Federal, State or local agencies
furnishings identifying information and/or addresses of debtors; or
from public documents.
GSA/PPFM-8
System name:
Comprehensive Human Resources Integrated System (CHRIS).
System location:
The record system is located on a web-based application used by
GSA Services and Staff Offices, commissions, and small agencies
serviced by GSA, at the addresses below:
[sbull] GSA Central Office, 1800 F Street NW, Washington DC
20405.
[sbull] National Capital Region, 7th & D Streets SW, Washington,
DC 20407.
[sbull] New England Region, 10 Causeway Street, Boston MA 02222.
[sbull] Northeast and Caribbean Region, 26 Federal Plaza, New
York NY 10278.
[sbull] Mid-Atlantic Region, 20 N. Eighth Street, Philadelphia PA
19107.
[sbull] Southeast Sunbelt Region, 401 West Peachtree Street,
Atlanta GA 30365.
[sbull] Great Lakes Region, 230 South Dearborn Street, Chicago IL
60604.
[sbull] The Heartland Region, 1500 East Bannister Road, Kansas
City MO 64131. [sbull] Greater Southwest Region, 819 Taylor Street,
Fort Worth TX 76102.
[sbull] Pacific Rim Region, 450 Golden Gate Avenue, San Francisco
CA 95102.
Categories of individuals covered by the system:
Current and former employees of GSA and of commissions,
committees, and small agencies serviced by GSA, including persons in
intern, youth employment, and work-study programs.
Categories of records in the system:
The system contains personnel records. The records include
information collected by operating officials and personnel officials
administering programs for or about employees. The system has data
needed to update the Central Personnel Data File (CPDF) at the Office
of Personnel Management (OPM) and to process and document personnel
actions. It may include, but is not limited to, the data maintained
in each employee's Official Personnel Folder, including:
a. Employee's name, Social Security Number, date of birth,
gender, work schedule, type of appointment, education, veteran's
preference, military service, and race or national origin.
b. Employee's service computation date for leave, date
probationary period began, and date of performance rating.
c. Pay data such as pay plan, occupational series, grade, step,
salary, and organizational location.
d. Performance rating and types and amounts of awards.
e. Position description number, special employment program, and
target occupational series and grade.
Authority for maintaining the system:
5 U.S.C., pt. III, is the authority for maintaining personnel
information. Authorities for recording Social Security Numbers are
E.O. 9397, 26 CFR 31.6011(b)2, and 26 CFR 31.6109-1.
Purpose(s):
To maintain a computer-based information system supporting the
day-to-day operating needs of human resources operations and
management. The system is designed to meet information and
statistical needs of all types of Government organizations and
provides a number of outputs.
For the Office of the Chief People Officer, the system produces
personnel actions, organization rosters, retention registers,
retirement calculations, reports of Federal civilian employment,
employee master record printouts, length-of-service lists, award
lists, etc. It also provides reports for monitoring personnel actions
to determine the impact of GSA policies and practices on minorities,
women, and disabled persons and analyzing their status in the work
force; and for establishing affirmative action goals and timetables.
The system also provides management data for administrative and
staff offices.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The information in the system is used by GSA associates in the
performance of their official duties as authorized by law and
regulation and for the following routine uses:
a. To disclose information to the Office of Personnel Management
(OPM) for the Central Personnel Data File (CPDF).
b. To disclose information to sources outside GSA including other
agencies and persons for employees seeking employment elsewhere; and
for documenting adverse actions, conducting counseling sessions, and
preparing biographical sketches on employees for release to other
agencies and persons.
c. To disclose information in the personnel file to GSA's Office
of the Chief People Officer.
d. To disclose information to agency staff and administrative
offices who may restructure the data for management purposes.
e. To disclose information to a Federal, State, local, or foreign
agency responsible for investigating, prosecuting, enforcing, or
carrying out a statute, rule, regulation, or order, where GSA becomes
aware of a violation or potential violation of civil or criminal law
or regulation.
f. To disclose information to a requesting Federal agency in
connection with hiring or retaining an employee, issuing a security
clearance, reporting an employee investigation, clarifying a job,
letting a contract, or issuing a license, grant, or other benefit by
the requesting agency where the information is needed for a decision.
g. To disclose information to a congressional office in response
to a request from the person who is the subject of the record.
h. To disclose information to the Office of Management and Budget
for reviewing private relief legislation during the clearance
process.
i. To disclose information to OPM under the agency's
responsibility for evaluating Federal personnel management.
j. To disclose information under the routine uses listed in the
OPM record system OPM/GOVT-1. When official personnel records in the
custody of GSA are covered in a system of records published by OPM as
Governmentwide records, they are considered part of that system.
Other official personnel records covered by notices published by GSA
are considered separate systems of records and may be transferred to
OPM under official personnel programs and activities as a routine
use.
Policies and practices for storing, retrieving, reviewing,
retaining, and disposing of records in the system:
Storage:
Computer records are stored in a secure server and accessed over
the web using encryption software. Paper records, when created, are
kept in file folders and cabinets in secure rooms.
Retrievability:
Records are retrieved by name or by Social Security Number.
Safeguards:
Computer records are protected by a password system. Paper output
is stored in locked metal containers or in secured rooms when not in
use. Information is released to authorized officials based on their
need to know.
Retention and disposal:
Records are disposed of by shredding or burning as scheduled in
the handbook, GSA Records Maintenance and Disposition System (OAD P
1820.2).
System manager(s) and address:
CHRIS Program Manager (CID), Office of the Chief Information
Officer, Office of the Chief People Officer, General Services
Administration, 1800 F Street NW., Washington DC 20405.
Notification procedure:
Address inquiries to: Director of Human Resources (CP), Office of
the Chief People Officer, General Services Administration, 1800 F
Street NW., Washington DC 20405; or, for regional personnel records,
to the regional Human Resources Officer at the addresses listed above
under System Location.
Record access procedures:
Address requests to view or copy a record to one of the officials
listed in the notification procedure above. For written requests,
provide full name, Social Security Number, address, telephone number,
and approximate date and place of employment.
Contesting record procedures:
Rules for contesting the content of a record and appealing a
decision are contained in 41 CFR 105-64.
Record source categories:
The sources for the system information are the individuals
themselves, other employees, supervisors, management officials,
officials of other agencies, and record systems GSA/HRO-37, OPM/GOVT-
1, and EEOC/GOVT-1.
GSA/PPFM-9
System name:
Payroll Accounting and Reporting (PAR) System, GSA/PPFM-9.
System location:
The record system is located in the General Services
Administration (GSA) Heartland Finance Center in Kansas City,
Missouri; in commissions, committees, and small agencies serviced by
GSA; and in administrative offices throughout GSA. Data is stored in
an Oracle database (ORA2) on the HFC1 server. The operational
functionality of PAR is managed and utilized by the GSA Heartland
Finance Center's National Payroll Center (NPC) in Kansas City.
Persons covered by the system:
Those covered are present and former employees of GSA and of
commissions, committees, and small agencies serviced by GSA; and
persons in intern, youth employment, and work/study programs.
Type of record system:
PAR provides complete functionality for an employee's entire
service life from initial hire through final payment and submission
of retirement records to the Office of Personnel Management (OPM).
The system holds payroll records, and includes information received
by operating officials as well as personnel and finance officials
administering their program areas, including information regarding
nonsupport of dependent children. The system also contains data
needed to perform detailed accounting distributions, provide for
tasks such as mailing checks and bonds, and preparing and mailing tax
returns and reports. The record system may contain:
a. Employee's name, Social Security Number, date of birth, sex,
work schedule, and type of appointment.
b. Service computation date for assigning leave, occupational
series, position, grade, step, salary, award amounts, and accounting
distribution.
c. Time, attendance, and leave; Federal, State, and local tax;
allotments; savings bonds; and other pay allowances and deductions.
d. Tables of data for editing, reporting, and processing
personnel and pay actions, which include nature-of-action code,
organization table, and salary table.
e. Information regarding court-ordered payments to support
dependent children, including amounts in arrears.
Authority for maintaining the system:
5 U.S.C. part I, chapter 5, section 552a, is the basic authority.
The authority for using Social Security Numbers is Executive Order
9397, 26 CFR 31.6011(b)(2), and 26 CFR 31.6109-1. Authority for
maintaining data on court-ordered support of a dependent child is
Executive Order 12953, dated February 27, 1995.
Purpose:
To maintain an automated information system to support the day-
to-day operating needs of the payroll program. The system can provide
payroll statistics for all types of Government organizations, and
allows many uses for each data element entered. The system has a
number of outputs:
For the payroll office, outputs include comprehensive payroll
reports; accounting distribution of costs; leave data summary
reports; each employee's statement of earnings, deductions, and leave
every payday; State, city, and local unemployment compensation
reports; Federal, State, and local tax reports; Forms W-2, Wage and
Tax Statement; and reports of withholding and contributions.
For the Office of Human Resources Services, outputs include data
for reports of Federal civilian employment.
The system also provides data to GSA staff and administrative
offices to use for management purposes.
Routine uses of the record system, including types of users and their
purposes in using the system:
a. To disclose information to a Federal, State, local, or foreign
agency responsible for investigating, prosecuting, enforcing, or
carrying out a statute, rule, regulation, or order, where the agency
becomes aware of a violation or potential violation of civil or
criminal law or regulation.
b. To disclose requested information to a court or other
authorized agency regarding payment or nonpayment of court-ordered
support for a dependent child.
c. To disclose information to Congressional staff in response to
a request from the person who is the subject of the record.
d. To disclose information to an expert, consultant, or
contractor of the agency for performing a Federal duty.
e. To disclose information to a Federal, State, or local agency
maintaining civil, criminal, enforcement, or other information to
obtain information needed to make a decision on hiring or retaining
an employee; issuing a security clearance; letting a contract; or
issuing a license, grant, or other benefit.
f. To disclose requested information to a Federal agency in
connection with hiring or retaining an employee; issuing a security
clearance; reporting an employee investigation; or clarifying a job.
g. To disclose information to an appeal, grievance, or formal
complaints examiner; equal employment opportunity investigator;
arbitrator; union official or other official engaged in investigating
or settling a grievance, complaint, or appeal filed by an employee.
h. To disclose information to the Office of Management and Budget
for reviewing private relief legislation at any stage of the
clearance process.
i. To provide a copy of the Department of the Treasury Form W-2,
Wage and Tax Statement, to the State, city, or other local
jurisdiction that is authorized to tax the employee's compensation.
The record is provided by a withholding agreement between the State,
city, or other local jurisdiction and the Department of the Treasury
under 5 U.S.C. 5516, 5517, and 5520.
j. To disclose information to the Office of Human Resources
Services in reporting civilian employment.
k. To disclose information to agency administrative offices who
may restructure the data for management purposes.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records are kept in file folders, within locked power
files; microfiches in cabinets; and computer records within a
computer and attached equipment. All paper records are secured with
the National Payroll Center (NPC), which is a secured area at the GSA
NPC in Kansas City, Missouri.
Retrieval:
Records are filed by name or Social Security Number at each
location.
Safeguards:
Records are stored in locked power files, within the NPC in
Kansas City, when not in use by an authorized person. Electronic
records are protected by a password system. The NPC is a secured
access facility.
Disposal:
The Heartland Finance Center disposes of the records by shredding
or burning, as scheduled in the handbook GSA Records Maintenance and
Disposition System (OAD P 1820.2).
System manager and address:
Director, National Payroll Center, General Services
Administration (6BCY), 1500 East Bannister Road, Kansas City, MO
64131.
Notification procedure:
An individual inquiry should be addressed to the system manager.
Record review procedures:
An individual request should be addressed to the system manager.
Furnish full name, Social Security Number, address, telephone number,
approximate dates and places of employment, and nature of the
request.
Procedure to contest a record:
GSA rules for contesting the content of a record and appealing an
initial decision are in 41 CFR 105-64.
Record sources:
The sources are the individuals themselves, other employees,
supervisors, officials of other agencies, State governments, record
systems GSA/HRO-37, OPM/GOVT-1, EEOC/GOVT-1, and private firms.
GSA/PPFM-10
System name:
Purchase Card Program, GSA/PPFM-10
System location:
System records are maintained by the Office of Finance, General
Services Administration (GSA), at 1800 F Street, NW, Washington DC
20405, and by designated purchase card coordinators' offices in GSA
regions. Contact the System Manager for additional information.
Persons covered by the system:
The system includes employees of GSA, and of independent offices
and commissions serviced by GSA, who qualify to use Federal
Government charge cards for making authorized purchases for official
business.
Type of record system:
The system provides control over expenditure of funds through the
use of Federal Government purchase cards. System records include:
a. Personal information on charge card users, including names,
home or business telephone numbers and addresses, Social Security
Numbers, date of birth, employment information, and credit data in
the form of credit scores (examples of credit scores are FICO, an
acronym for Fair Isaac Corporation, a Beacon score, etc.) or
commercial and agency investigative reports showing debtors' asset,
liabilities, income, expenses, bankruptcy petitions, history of wage
garnishments, repossessed property, tax liens, legal judgments on
debts owed, and financial delinquencies; and
b. Account processing and management information, including
charge card transactions, contractor monthly reports showing charges
to individual account numbers, account balances, and other data
needed to authorize, account for, and pay authorized purchase card
expenses.
Authority for maintaining the system:
Federal Acquisition Regulation (FAR), Part 13, 48 CFR part 13,
Public Law 93-579 section 7(b), and Section 639 of the Consolidated
Appropriations Act, 2005 (P.L. 108-447).
Purpose:
To establish and maintain a system for operating, controlling,
and managing the purchase card program involving commercial purchases
by authorized Government employees.
Routine uses of the record system, including types of users and their
purposes in using the system:
System information may be accessed and used by authorized GSA
employees or contractors to conduct official duties associated with
the management and operation of the purchase card program.
Information from this system also may be disclosed as a routine use:
a. In any legal proceeding, where pertinent, to which GSA is a
party before a court or administrative body.
b. To authorized officials engaged in investigating or settling a
grievance, complaint, or appeal filed by an individual who is the
subject of the record.
c. To a Federal agency in connection with the hiring or retention
of an employee; the issuance of a security clearance; the reporting
of an investigation; the letting of a contract; or the issuance of a
grant, license, or other benefit to the extent that the information
is relevant and necessary to a decision.
d. To the Office of Personnel Management (OPM), the Office of
Management and Budget (OMB), or the Government Accountability Office
(GAO) when the information is required for program evaluation
purposes.
e. To a Member of Congress or staff on behalf of and at the
request of the individual who is the subject of the record.
f. To an expert, consultant, or contractor of GSA in the
performance of a Federal duty to which the information is relevant.
g. To the National Archives and Records Administration (NARA) for
records management purposes.
h. To the GSA Office of Finance for debt collection purposes (see
GSA/PPFM-7).
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information may be collected on paper or electronically and may
be stored on paper or on electronic media, as appropriate.
Retrieval:
Records are retrievable by a personal identifier or by other
appropriate type of designation approved by GSA.
Safeguards:
System records are safeguarded in accordance with the
requirements of the Privacy Act, the Computer Security Act, and OMB
Circular A-130. Technical, administrative, and personnel security
measures are implemented to ensure confidentiality and integrity of
the system data stored, processed, and transmitted. Paper records are
stored in secure cabinets or rooms. Electronic records are protected
by passwords and other appropriate security measures.
Disposal:
Disposition of records is according to the National Archives and
Records Administration (NARA) guidelines, as set forth in the
handbook, GSA Records Maintenance and Disposition System (OAD P
1820.2A and CIO P 1820.1), and authorized GSA records schedules.
System manager and address:
Director, Financial Initiative Division (BCD), Office of Finance,
Office of the Chief Financial Officer, General Services
Administration, 1800 F Street, NW, Washington DC, 20405.
Notification procedure:
A Privacy Act Statement on the purchase card data collection form
notifies individuals of the purpose and uses of the information they
provide. Employees may obtain information about whether they are a
part of this system of records from the system manager at the above
address.
Record review procedures:
Requests from individuals for access to their records should be
addressed to the system manager.
Procedure to contest a record:
GSA rules for access to systems of records, contesting the
contents of systems of records, and appealing initial determinations
are published at 41 CFR Part 105-64.
Record sources:
Information is obtained from individuals submitting charge card
applications, monthly contractor reports, purchase records, managers,
other agencies, non-Federal sources such as private firms, and other
agency systems containing information pertaining to the purchase card
program.
GSA/ADM-24
System name:
Investigation Case Files.
Security classification:
Some of the material contained in the system has been classified
in the interests of national security pursuant to Executive Order
11652.
System location:
This system is located in the GSA Office of Inspector General,
1800 F Street NW., Washington, DC 20405. The database for the system,
known as the Investigations Information System (IIS), is on a local
area network in the GS Building and is operated by the System
Development and Support Division of the Office of Inspector General
(JPM).
Categories of individuals covered by the system:
Individuals covered by the system are employees, former
employees, and applicants for employment with GSA, as well as
commissions, committees and small agencies serviced by GSA. The
system also includes historical researchers, employees of contractors
performing custodial or guard services in buildings under GSA
control, any person who was the source of a complaint or an
allegation that a crime had taken place, a witness who has
information or evidence on any side of an investigation, and any
possible or actual suspect in a criminal, administrative, or civil
action.
Categories of records in the system:
Investigative files containing personal information, including
name, date and place of birth, experience, and investigative
material.
Authority for maintenance of the system:
5 U.S.C. App. 3., section 2 et seq.
Purpose(s):
The system serves as a basis for taking civil, criminal, and
administrative actions, including the issuance of subpoenas, security
clearances, suitability determinations, and similar authorized
activities.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Records are used by GSA officials and representatives of other
government agencies on a need-to-know basis in the performance of
their official duties under the authorities set forth above and for
the following routine uses:
1. A record of any case in which there is an indication of a
violation of law, whether civil, criminal, or regulatory in nature,
may be disseminated to the appropriate Federal, State, local, or
foreign agency charged with the responsibility for investigating or
prosecuting such a violation or charged with enforcing or
implementing the law.
2. A record may be disclosed to a Federal, State, local, or
foreign agency or to an individual organization in the course of
investigating a potential or actual violation of any law, whether
civil, criminal, or regulatory in nature, or during the course of a
trial or hearing or the preparing for a trial or hearing for such a
violation, if there is reason to believe that such agency,
individual, or organization possesses information relating to the
investigation, and disclosing the information is reasonably necessary
to elicit such information or to obtain the cooperation of a witness
or an informant.
3. A record relating to a case or matter may be disclosed in an
appropriate Federal, State, local, or foreign court or grand jury
proceeding in accordance with established constitutional,
substantive, or procedural law or practice, even when the agency is
not a party to the litigation.
4. A record relating to a case or matter may be disclosed to an
actual or potential party or to his or her attorney for the purpose
of negotiation or discussion on matters such as settlement of the
case or matter, plea-bargaining, or informal discovery proceedings.
5. A record relating to a case or matter that has been referred
by an agency for investigation, prosecution, or enforcement or that
involves a case or matter within the jurisdiction of any agency may
be disclosed to the agency to notify it of the status of the case or
matter or of any decision or determination that has been made or to
make such other inquiries and reports as are necessary during the
processing of the case or matter.
6. A record relating to a case or matter may be disclosed to a
foreign country pursuant to an international treaty or convention
entered into and ratified by the United States, or to an Executive
agreement.
7. A record may be disclosed to a Federal, State, local, foreign,
or international law enforcement agency to assist in crime prevention
and detection or to provide leads for investigation.
8. A record may be disclosed to a Federal, State, local, foreign,
tribal or other public authority in response to its request in
connection with the hiring or retention of an employee, the issuance
of a security clearance, the reporting of an investigation of an
employee, the letting of a contract, or the issuing of a license,
grant, or other benefit by the requesting agency, to the extent that
the information relates to the requesting agency's decision on the
matter.
9. A record may be disclosed to the public, news media, trade
associations, or organized groups when the purpose is educational or
informational, such as describing crime trends or distinctive or
unique modus operandi, provided that the record does not identify a
specific individual.
10. A record may be disclosed to an appeal or grievance examiner,
formal complaints examiner, equal opportunity investigator,
arbitrator, or other authorized official engaged in investigation or
settlement of a grievance, complaint, or appeal filed by an employee.
This includes matters and investigations involving the Merit Systems
Protection Board or the Office of Special Counsel. A record may also
be disclosed to the United States Office of Personnel Management
(OPM) in accordance with the agency's responsibility for evaluating
Federal personnel management.
11. A record may be disclosed as a routine use to a Member of
Congress or to a congressional staff member in response to an inquiry
of the congressional office made at the request of the person who is
the subject of the record.
12. Information may be disclosed at any stage of the legislative
coordination and clearance process to the Office of Management and
Budget (OMB) for reviewing of private relief legislation as set forth
in OMB Circular No. A-19.
13. A record may be disclosed: (a) To an expert, a consultant, or
contractor of GSA engaged in a duty related to an agency function to
the extent necessary to perform the function; and (b) to a physician
to conduct a fitness-for-duty examination of a GSA officer or
employee.
14. A record may be disclosed to any official charged with the
responsibility to conduct qualitative assessment reviews of internal
safeguards and management procedures employed in investigative
operations. This disclosure category includes members of the
President's Council on Integrity and Efficiency and officials and
administrative staff within their investigative chain of command, as
well as authorized officials of the Department of Justice and the
Federal Bureau of Investigation.
Policies and practices for storing, retrieving, reviewing,
retaining, and disposing of records in the system:
Storage:
Paper records are kept in files and file folders. Electronic
records are stored in an electronic database or on hard or floppy
disks and tapes.
Retrievability:
Paper records are retrievable manually by name from files indexed
alphabetically and filed numerically by location and incident.
Electronic records are retrievable by number or letter.
Safeguards:
Paper records are stored in locked rooms with access limited to
authorized personnel. Computer based records are available only to
authorized users with a need to know and are protected by a network
logon password, user password, and restricted right of access to the
software, system, file, data element, and report.
Retention and disposal:
Records are disposed of by shredding or burning, as scheduled in
the HB, GSA Maintenance and Disposition System (OAD P 1820.2A), and
the records schedules authorized by that system.
System manager(s) and address:
The system manager is the System Development and Support Division
of the Office of Inspector General (JPM). The mailing address is:
General Services Administration (JPM), 1800 F Street NW., Washington,
DC 20405.
Notification procedure:
An individual who wishes to be notified whether the system
contains a record concerning him or her should address a request to
the Office of Counsel to the Inspector General (JC), General Services
Administration, Room 5324, 1800 F Street NW., Washington, DC 20405.
Record access procedures:
An individual seeking access to a record should put his or her
request in writing and address it to the Office of Counsel to the
Inspector General (JC), including full name (maiden name if
appropriate), address, and date and place of birth. General inquiries
may be made by calling the Office of Counsel to the Inspector General
on (202) 501-1932.
Contesting record procedures:
GSA rules for contesting the content of a record or appealing a
denial of a request to amend a record are in 41 CFR part 105-64
published in the Federal Register.
Record source categories:
The sources are individuals themselves, employees, informants,
law enforcement agencies, other government agencies, employers,
references, co-workers, neighbors, educational institutions, and
intelligence sources.
Systems exempted from certain provisions of the act:
In accordance with 5 U.S.C. 552a(j), this system of records is
exempt from all provisions of the Privacy Act of 1974 with the
exception of subsections (b); (c)(1) and (2); (e)(4)(A) through (F);
(e)(6), (7), (9), (10), and (11); and (i) of the Act, to the extent
that information in the system pertains to the enforcement of
criminal laws, including police efforts to prevent, control, or
reduce crime or to apprehend criminals; to the activities of
prosecutors, courts, and correctional, probation, pardon, or parole
authorities; and to (a) information compiled for the purpose of
identifying individual criminal offenders and alleged offenders and
consisting only of identifying data and notations of arrests, the
nature and disposition of criminal charges, sentencing, confinement,
release, and parole and probation status; (b) information compiled
for the purpose of a criminal investigation, including reports of
informants and investigators, that is associated with an identifiable
individual; or (c) reports of enforcement of the criminal laws, from
arrest or indictment through release from supervision. This system is
exempted to maintain the efficacy and integrity of the Office of
Inspector General's law enforcement function. In accordance with 5
U.S.C. 552a(k), this system of records is exempt from subsections
(c)(3); (d); (e)(1); (e)(4); (G), (H), and (I); and (f) of the
Privacy Act of 1974. The system is exempt:
a. To the extent that the system consists of investigatory
material compiled for law enforcement purposes. However, if any
individual is denied any right, privilege, or benefit to which the
individual would otherwise be eligible as a result of the maintenance
of such material, such material shall be provided to such individual,
except to the extent that the disclosure of such material would
reveal the identity of a source who furnished information to the
government under an express promise that the identity of the source
would be held in confidence, or, prior to the effective date of the
Act, under an implied promise that the identity of the source would
be held in confidence; and
b. To the extent the system consists of investigatory material
compiled solely for the purpose of determining suitability,
eligibility, or qualifications for Federal civilian employment,
military service, Federal contracts, or access to classified
information, but only to the extent that the disclosure of such
material would reveal the identity of a source who furnished
information to the Government under an express promise that the
identity of the source would be held in confidence, or, prior to the
effective date of the Act, under an implied promise that the identity
of the source would be held in confidence.
This system has been exempted to maintain the efficacy and
integrity of lawful investigations conducted pursuant to the Office
of Inspector General's law enforcement responsibilities and
responsibilities in the areas of Federal employment, government
contracts, and access to security classified information.
GSA/ADM-25
System name: Internal Evaluation Case Files.
System location: This system is located in the GSA Office of
Inspector General, 1800 F Street, NW, Washington, DC 20405. The
database for this system is on a local area network in the GS
Building and is operated by the System Development and Support
Division of the Office of Inspector General.
Categories of individuals covered by the system: Individuals
covered by the system are employees and former employees of the GSA
Office of Inspector General. The system also includes any person who
was the source of a complaint or allegation; a witness who has
information or evidence on any aspect of an investigation; and any
possible or actual suspect in a civil, criminal, or administrative
action.
Categories of records in the system: Investigative files
containing information such as name, date and place of birth,
experience, and investigative material that is used as a basis for
taking civil, criminal, and administrative actions.
Authority for maintenance of the system: 5 U.S.C. App. 3.,
Section 2 et seq.
Purpose: The system serves as a basis for issuing subpoenas and
taking civil, criminal, and administrative actions.
Routine uses of records maintained in the system, including categories of
users and the purposes of such uses:
Records are used by GSA officials and representatives of other
Government agencies on a need-to-know basis in the performance of
their official duties under the authorities set forth above and for
the following routine uses.
1. A record of any case in which there is an indication of a
violation of law, whether civil, criminal, or regulatory in nature,
may be disseminated to the appropriate Federal, State, local, or
foreign agency charged with the responsibility for investigating or
prosecuting such a violation or charged with enforcing or
implementing the law.
2. A record may be disclosed to a Federal, State, local, or
foreign agency or to an individual organization in the course of
investigating a potential or actual violation of any law, whether
civil, criminal, or regulatory in nature, or during the course of a
trial or hearing or the preparing for a trial or hearing for such a
violation, if there is reason to believe that such agency,
individual, or organization possesses information relating to the
investigation, and disclosing the information is reasonably necessary
to elicit such information or to obtain the cooperation of a witness
or an informant.
3. A record relating to a case or matter may be disclosed in an
appropriate Federal, State, local, or foreign court or grand jury
proceeding in accordance with established constitutional,
substantive, or procedural law or practice, even when the agency is
not a party to the litigation.
4. A record relating to a case or matter may be disclosed to an
actual or potential party or to his or her attorney for the purpose
of negotiation or discussion on matters such as settlement of the
case or matter, plea-bargaining, or informal discovery proceedings.
5. A record relating to a case or matter that has been referred
by an agency for investigation, prosecution, or enforcement or that
involves a case or matter within the jurisdiction of any agency may
be disclosed to the agency to notify it of the status of the case or
matter or of any decision or determination that has been made or to
make such other inquiries and reports as are necessary during the
processing of the case or matter.
6. A record relating to a case or matter may be disclosed to a
foreign country pursuant to an international treaty or convention
entered into and ratified by the United States, or to an Executive
agreement.
7. A record may be disclosed to a Federal, State, local, foreign,
or international law enforcement agency to assist in crime prevention
and detection or to provide leads for investigation.
8. A record may be disclosed to a Federal, State, local, foreign,
tribal or other public authority in response to its request in
connection with the hiring or retention of an employee, the issuance
of a security clearance, the reporting of an investigation of an
employee, the letting of a contract, or the issuing of a license,
grant, or other benefit by the requesting agency, to the extent that
the information relates to the requesting agency's decision on the
matter.
9. A record may be disclosed to the public, news media, trade
associations, or organized groups when the purpose is educational or
informational, such as describing crime trends or distinctive or
unique modus operandi, provided that the record does not identify a
specific individual.
10. A record may be disclosed to an appeal or grievance examiner,
formal complaints examiner, equal opportunity investigator,
arbitrator, or other authorized official engaged in investigation or
settlement of a grievance, complaint, or appeal filed by an employee.
This includes matters and investigations involving the Merit Systems
Protection Board or the Office of Special Counsel. A record also may
be disclosed to the United States Office of Personnel Management
(OPM) in accordance with the agency's responsibility for evaluating
Federal personnel management.
11. A record may be disclosed as a routine use to a Member of
Congress or to a congressional staff member in response to an inquiry
of the congressional office made at the request of the person who is
the subject of the record.
12. Information may be disclosed at any stage of the legislative
coordination and clearance process to the Office of Management and
Budget (OMB) for reviewing private relief legislation as set forth in
OMB Circular No. A-19.
13. A record may be disclosed:
(a) to an expert, a consultant, or contractor of GSA engaged in a
duty related to an agency function to the extent necessary to perform
the function; and
(b) to a physician to conduct a fitness-for-duty examination of a
GSA officer or employee.
14. A record may be disclosed to any official charged with the
responsibility to conduct qualitative assessment reviews of internal
safeguards and management procedures employed in investigative
operations. This disclosure category includes members of the
President's Council on Integrity and Efficiency and officials and
administrative staff within their investigative chain of command, as
well as authorized officials of the Department of Justice and the
Federal Bureau of Investigation.
Policies and practices for storing, retrieving, reviewing, retaining, and
disposing of records in the system:
Storage: Paper records are kept in files and file folders.
Electronic records are stored on hard drive or CD-ROM.
Retrievability: Both paper records and electronic records are
retrievable by name or assignment number.
Safeguards: Paper records are stored in locked rooms with access
limited to authorized personnel. Computer based records are available
only to authorized users with a need to know and are protected by a
network logon password, user password, and restricted right of access
to the software, system, file, data element, and report.
Retention and disposal: Records are disposed of by shredding or
burning, as scheduled in GSA Handbook, GSA Maintenance and
Disposition System (OAD P 1820.2A).
System manager(s) and address: The system of records manager is
an employee of the Internal Evaluation Staff (JE) of the Office of
Inspector General, General Services Administration, 1800 F St. NW,
Washington DC 20405.
Notification procedure: An individual who wishes to be notified
whether the system contains a record concerning him or her should
address a request to the Office of Counsel to Inspector General (JC),
General Services Administration, Room 5324, 1800 F St. NW, Washington
DC 20405.
Records access procedures: An individual seeking access to a
record should put his or her request in writing and address it to the
Office of Counsel to the Inspector General (JC), including full name
(maiden name if appropriate), address, and date and place of birth.
General inquiries may be made by telephone: (202) 501-1932.
Contesting record procedures: GSA rules for contesting the
content of a record or appealing a denial of a request to amend a
record are in 41 CFR Part 105-64.
Record source categories: The sources are individuals themselves,
employees, informants, law enforcement agencies, other Government
agencies, employers, references, co-workers, neighbors, educational
institutions, and intelligence sources.
Systems exempted from certain provisions of the act:
In accordance with 5 U.S.C. 552a(j), this system of records is
exempt from all provisions of the Privacy Act of 1974 with the
exception of subsections (b); (c)(1) and (2); (e)(4)(A) through (F);
(e)(6), (7), (9), (10), and (11); and (i) of the Act, to the extent
that information in the system pertains to the enforcement of
criminal laws, including police efforts to prevent, control, or
reduce crime or to apprehend criminals; to the activities of
prosecutors, courts, and correctional, probation, pardon, or parole
authorities; and to (1) information compiled for the purpose of
identifying individual criminal offenders and alleged offenders and
consisting only of identifying data and notations of arrests, the
nature and disposition of criminal charges, sentencing, confinement,
release, and parole and probation status; (2) information compiled
for the purpose of a criminal investigation, including reports of
informants and investigators, that is associated with an identifiable
individual; or (3) reports of enforcement of the criminal laws, from
arrest or indictment through release from supervision. This system is
exempted to maintain the efficacy and integrity of the Office of
Inspector General's law enforcement function.
In accordance with 5 U.S.C. 552a(k), this system of records is
exempt from subsections (c)(3); (d); (e)(1); (e)(4) (G), (H), and
(I); and (f) of the Privacy Act of 1974. The system is exempt:
a. To the extent that the system consists of investigatory
material compiled for law enforcement purposes. However, if any
individual is denied any right, privilege, or benefit for which the
individual would otherwise be eligible as a result of the maintenance
of such material, such material shall be provided to such individual,
except to the extent that the disclosure of such material would
reveal the identify of a source who furnished information to the
Government under an express promise that the identity of the source
would be held in confidence, or, prior to the effective date of the
Act, under an implied promise that the identity of the source would
be held in confidence; and
b. To the extent the system consists of investigatory material
compiled solely for the purpose of determining suitability,
eligibility, or qualifications for Federal civilian employment,
military service, Federal contracts, or access to classified
information, but only to the extent that the disclosure of such
material would reveal the identity of a source who furnished
information to the Government under an express promise that the
identity of the source would be held in confidence, or, prior to the
effective date of the Act, under an implied promise that the identity
of the source would be held in confidence.
This system has been exempted to maintain the efficacy and
integrity of lawful investigations conducted pursuant to the Office
of Inspector General's law enforcement responsibilities and
responsibilities in the areas of Federal employment, Government
contracts, and access to security classified information.
GSA/OEA-1 1-23-00-0103
System name:
Records of Defunct Agencies.
System location:
The system of records is located in the GSA regional office
building, 7th & D Streets, SW., Washington, DC 20407, and at the GSA
National Payroll Center, Kansas City, MO 64131.
Categories of individuals covered by the system:
Employees of defunct agencies, including but not limited to,
presidential commissions, committees, small agencies, and boards,
whose records the GSA services under a reimbursable agreement.
Categories of records in the system:
Payroll and financial records, including but not limited to, time
and attendance cards, payment vouchers, employee health benefit
records, requests for deductions, tax forms, including W-2 forms,
overtime requests, leave data, retirement records, and vendor
register and payment tapes.
Authority for maintaining the system:
The Money and Finance Act, 31 U.S.C. 1535, 1536, and 3324, and
the Federal Property and Administrative Services Act of 1949, 63
Stat. 377.
Routine uses of the records in the system, including categories of
users and the purposes of such uses:
The GSA uses the records for concluding the administrative
operations of the defunct agency. Routine uses include providing a
copy of an employee's Department of the Treasury Form W-2, and Wage
and Tax Statement, to the State, city, or other local jurisdiction
that has authority to tax the employee's pay. The agency also
provides a record under a withholding agreement between a State,
city, or other jurisdiction and the Department of the Treasury under
5 U.S.C. 5516, 5517, and 5520, or in response to the written request
of an authorized official of the taxing jurisdiction to the Regional
Administrator, General Services Administration (6A), 1500 East
Bannister Road, Kansas City, MO 64131. The request must include a
copy of the statute or ordinance showing the authority of the
jurisdiction to tax the employee based on place of residence, place
of employment, or both.
Under a withholding agreement between a city and the Department
of the Treasury (5 U.S.C. 5520), the GSA furnishes copies of executed
city tax withholding certificates to the city in response to a
written request from the proper city official to the GSA official
named in the paragraph above.
Records are also released to the General Accounting Office for
audits and to the Internal Revenue Service for use in investigations.
Additional routine uses are:
A. To disclose a record to the appropriate Federal, State, or
local agency responsible for investigating, prosecuting, enforcing,
or implementing a statute, rule, or regulation, or order, where the
GSA becomes aware of an indication of a violation, or potential
violation of a civil or criminal law or regulation.
b. To disclose a record to a Federal, State, or local agency
maintaining civil, criminal, or related enforcement information or
information, such as licenses, when needed to make a decision on
hiring or retaining an employee, issuing a security clearance,
letting a contract, or issuing a license, grant, or other benefit.
c. To disclose a record to an authorized appeal or grievance
examiner, formal complaints examiner, equal employment opportunity
investigator, arbitrator, or other authorized official engaged in
investigating or settling a grievance, complaint, or appeal filed by
an employee.
d. To disclose a record to a congressional office in response to
an inquiry of that office made at the request of the subject of the
record.
e. To disclose a record to the Office of Management and Budget
for reviewing private relief legislation at any stage of the
legislative clearance process.
f. To disclose a record to (1) an expert, consultant, or
contractor of the GSA as needed to further the performance of a
Federal duty and (2) a physician to conduct a fitness-for-duty
examination of a GSA officer or employee.
g. To disclose a record to the OPM concerning pay, benefits,
retirement deductions, and other information needed under that
agency's responsibility to evaluate Federal personnel management.
To the extent that official personnel records in the GSA's
custody are covered within systems of records published by the OPM as
Governmentwide records, the records are considered part of the
Governmentwide system. Other personnel records covered by notices
published by the GSA and considered to be separate systems of records
may be transferred to the OPM under personnel programs as a routine
use.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records are in file folders and card files. Microfilm
records are on reels and in cabinets. Magnetic tapes and cards are in
cabinets and storage libraries. Electronic records are stored in
computers and attached equipment.
Retrievability:
Payroll records are retrievable by social security number and
other records by name.
Safeguards:
When not in use by an authorized person, the records are stored
in locked metal containers or in secured rooms.
Retention and disposal:
The Division Director of the Agency Liaison Division disposes of
the records as scheduled in the handbook, GSA Records Maintenance and
Disposition System (OAD P 1820.2).
System manager(s) and address:
The system manager is the Director, Agency Liaison Division (WB-
E), General Services Administration, 7th & D Streets, SW.,
Washington, DC 20407.
Notification procedure:
Requests to review or receive a copy of a record should be sent
to the system manager named above.
Record access procedures:
See 41 CFR part 105-64, published in the Federal Register, for
the procedures. Address your written request to review or copy
records to the system manager, with the words ``Privacy Act Request''
written on the the letter and on the envelope.
Contesting record procedures:
See 41 CFR part 105-64.
Record source categories:
When it shuts down, the agency that the GSA services publishes a
notice in the Federal Register transferring administrative
responsibility for the records to the GSA.
GSA/OGC 2 (23-00-0040)
System name: Attorney Placement, GSA/OGC. This notice covers six
unique systems of records of related subject matter.
System location: Each system is located in one of the following six
offices; the supervisor in each of these six offices is the official
who sets policies and procedures for the records in his or her own
office; the General Counsel, L, and the Office of the Regional
Counsels, Regions 1, 2, 5, 6, and 7. See appendix following notice
OGC 6 for addresses.
Categories of individuals covered by the system: Each of the six
systems covers attorneys and law students applying for employment.
Categories of records in the system: Each of the six systems covers
qualifications of applicants for legal positions; the General
Counsel, L, and the Regional Counsels for Regions 1, 2, 5, 6, and 7
and other authorized OGC employees use the records in their
respective offices to fill vacancies and new positions with qualified
applicants.
Authority for maintenance of the system: Each of the six systems is
authorized by 5 U.S.C. 3101 and the Federal Property and
Administrative Service Act of 1949 as amended.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The routine use
statements A, B, C, D, E, and G, described in the appendix following
the GSA notices, apply to this system of records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper.
Retrievability: Manual by name.
Safeguards: File folders are kept in guarded buildings and released
only to authorized persons.
Retention and disposal: Disposition of records shall be in
accordance with the HB, GSA Records Maintenance and Disposition
System (OAD P 18202.2).
System manager(s) and address: The system managers for the six
systems are respectively: General Counsel, L; and Regional Counsels,
Region 1, 2, 5, 6, and 7 for records within their offices. See
appendix following notice OGC 6 for addresses.
Notification procedure: GSA notification procedures are contained
in 41 CFR part 105-64.
Record access procedures: GSA procedures for record access are
contained in 41 CFR part 105-64.
Contesting record procedures: GSA rules for contesting records are
contained in 41 CFR part 105-64.
Record source categories: Information in each of the six systems
comes from one of the following sources: Applicants, placement
offices, and interviewers.
GSA/OGC 4 (23-00-0042)
System name: General Law Files, GSA/OGC. This notice covers 22
unique systems of records involving related subject matter.
System location: The General Law Files of OGC are divided into 22
unique systems of related subject matter. Each system is located in
one of the following 22 offices; the supervisor in each of these 22
offices is the official who sets policies and procedures for the
records in his own office: L, LL, LB, LC, LE, LF, LM, LP, LR, LT, LX,
and office of the Regional Counsels, Regions 1-10 and the National
Capital Region, for records in their respective offices. See appendix
following notice OGC 6 for addresses.
For information on the location of specific law files contact L
at the address listed in the appendix.
Categories of individuals covered by the system: Each of the 22
systems covers one or more of the following categories of
individuals:
GSA employees, past and present; other agency employees, members
of the public (including individuals, corporations, and firms);
witnesses in regulatory proceedings; persons who have made Freedom of
Information and Privacy Act requests and persons about whom such
requests have been made; persons pursuing tort claims or involved in
litigation with GSA; and grievances under collective bargaining
agreement appellants.
Categories of records in the system: Each of the 22 systems covers
one or more of the following categories of records: Among other data,
name of individual; position description; grade; salary; SSN; work
history; complaint; history of the case; applicable law; working
papers of attorney; testimony of witnesses; background investigation
materials; records subject to complaint, request, or litigation;
correspondence; damage reports; contracts; accident reports; GSA Form
1593; SF 91; SF 91A; SF 92; pleadings; affidavits; credit ratings;
medical diagnoses and prognoses; doctor's bills; estimates of repair
costs; invoices; litigation reports; and financial data. Records are
used to give general legal advice, as requested, throughout GSA, and
to prepare attorneys for hearings and trials, to reference past
actions, and to maintain internal statistics.
Authority for maintenance of the system: Each of the 22 systems is
authorized by one or more of the following statutes or Executive
Orders:
Federal Property and Administrative Services Act of 1949, 63
Stat. 377 as amended; Freedom of Information Act, 5 U.S.C. 552 as
amended; the Privacy Act of 1974, 5 U.S.C. 552a; 5 U.S.C., Part II
(Civil Service Commission); 5 U.S.C., Chap. 33 (examination,
selection and placement); Equal Employment Opportunity Act of 1972,
86 Stat. 103, 5 U.S.C. 5108, 5314-5316 and 42 U.S.C. 20003, et seq.;
5 U.S.C. 7151-7154 (antidiscrimination in employment); 5 U.S.C. 7301
(regulation of conduct); 5 U.S.C. 7501, note (adverse actions); 5
U.S.C., Chapter 77 (appeals); title 11 U.S.C. (bankruptcy); Federal
Tort Claims Act, 28 U.S.C. 1291, 1346(b)(c), 1402(b), 1504, 2110,
2401(b), 2402, 2411(b), 2412(c), 2671-2680; 1 Stat. 515, 676, 31
U.S.C. 191 (debts owed by or due to U.S.); Federal Claims Collection
Act of 1972, 80 Stat. 308-309; 31 U.S.C. 951-953, 78 Stat. 767, 768,
79 Stat. 789, 82 Stat. 998, 84 Stat. 412, 86 Stat. 491, 31 U.S.C.
240-243 (settlement of claims); E.O. 6166 Reorganization of Executive
Agencies; E.O. 10577, Amending the Civil Service Rules and
Authorizing a new Appointment System for the Competitive Service;
E.O. 11491, Labor-Management Relations in the Federal Service; E.O.
11787, Revoking Executive Order 10987, Relating to Agency Systems for
Appeals from Adverse Actions.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Information may be
released to the Department of Justice in review, settlement, defense,
and prosecution of claims, complaints, and law suits involving
contracts, torts, debts, bankruptcy, personnel adverse action, EEO,
unit determination, unfair labor practices, and Freedom of
Information and Privacy Act requests. The routine use statements A,
B, C, D, E, and G, described in the appendix following the GSA
notices, also apply to this system of records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper.
Retrievability: Manual, by name.
Safeguards: Records are stored in secured buildings; available to
authorized persons only.
Retention and disposal: Disposition of records shall be in
accordance with the HB, GSA Records Maintenance and Disposition
System (OAD P 1820.2).
System manager(s) and address: The system managers for the 22
systems are respectively:
General Counsel, L; Deputy General Counsel for Law, LL; Assistant
General Counsels, LB, LC, LE, LF, LM, LP, LR, LT, LX and regional
Counsels for Regions 1-10 and the National Capital Region. See
appendix following notice OGC 6 for addresses.
Notification procedure: GSA notification procedures are contained
in 41 CFR part 105-64.
Record access procedures: GSA procedures for record access are
contained in 41 CFR part 105-64.
Contesting record procedures: GSA rules for record access are
contained in 41 CFR part 105-64.
Record source categories: Information in each of the 22 systems
comes from one or more of the following sources: Federal employees
and private parties involved in tort, contracts, personnel actions,
unfair labor practices, and debts concerning the Federal Government;
general law texts and sources; Dun and Bradstreet and other sources
of financial information; law enforcement officers; witnesses; and
others.
GSA/OGC 6 (23-00-0044)
System name: Potential Employees Referrals.
System location: LC. See appendix following notice GSA/OGC 6 for
address.
Categories of individuals covered by the system: Applicants for
employment at GSA.
Categories of records in the system: Resumes, applications,
recommendations, and replies, previous work history, reference
checks, and notes. Used inside the agency in connection with
litigation and hearings.
Authority for maintenance of the system: Civil Service Rule 5, 5
CFR 5.1-5.4.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The routine use
statements A, B, C, D, E, and G, described in the appendix following
the GSA notices, apply to this system of records. Also may be
transferred to OPM, outside counsel, and respondents in connection
with ongoing litigation and hearings.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper.
Retrievability: Manually, by name.
Safeguards: Stored in locked room in guarded building, accessible
to authorized persons only.
Retention and disposal: At the termination of all litigation and
hearings relevant to the records, records will be integrated into
individual Official Personnel Folders, to the extent possible. The
remaining records will be disposed of in accordance with normal
procedures.
System manager(s) and address: Assistant General Counsel, LC. See
appendix following notice GSA/OGC 6 for address.
Notification procedure: GSA notification procedures are contained
in 41 CFR part 105-64.
Record access procedures: GSA procedures for record access are
contained in 41 CFR part 105-64.
Contesting record procedures: GSA rules for contesting records are
contained in 41 CFR part 105-64.
Record source categories: GSA Personnel Office, the individual,
persons who provided reference, former employees, and GSA employees
involved in personnel work.
Appendix- GSA/OGC Address of Locations
Office of General Counsel, Central Office Divisions located at
the General Services Building, 18th and F Sts. NW, Washington, DC
20405. Business hours are 8-4:30 EST.
L--General Counsel, (202) 566-1200.
LL--Deputy General Counsel for Law, (202) 566-0050.
LA--Administrative Officer, (202) 566-0681.
LB--Assistant General Counsel, Public Buildings Division, (202)
566-0500.
LC--Assistant General Counsel Claims and Litigation Division
(202) 566-1594.
LE--Assistant General Counsel Preparedness and Policy Division
(202) 566-0528.
LM--Assistant General Counsel Labor Law Division (202) 566-1146.
LR--Assistant General Counsel Administration and Records Division
(202) 566-1460.
LT--Assistant General Counsel Regulatory Law Division (202) 566-
0750.
LX--Assistant General Counsel Automated Data and
Telecommunications Division (202) 566-1156.
Office of General Counsel, Central Office Division
(Transportation Audit), located at 425 I Street NW, Washington, DC
20406. Business hours are 7:45-4;15 EST.
LF--Assistant General Counsel Transportation Audit Division (202)
275-6101
Office of General Counsel, Central Office Division (Procurement),
located at Crystal Mall, Building 4, Room 819, Washington, DC 20406.
Business hours are 7:45-4:15 EST.
LP--Assistant General Counsel, Procurement Division, (202) 557-
8417.
Office of General Counsel, Regional Offices located at National
Capital Region--GSA Regional Counsel, 7th and D Streets SW,
Washington, DC 20407, (202) 472-1809, 8:15-4:45 EST.
Region 1--GSA Regional Counsel, J. W. McCormack Post Office and
Courthouse, Boston, MA 02109, (617) 223-2621, 8:20-4:50 EST.
Region 2--GSA Regional Counsel, 26 Federal Plaza, New York, NY
10007.
Region 3--GSA Regional Counsel, 9th and Market Sts., Rm. 5214,
Philadelphia, PA 19107, Area Code 215-597-1319, 8-4:30 EST.
Region 4--GSA Regional Counsel, 75 Spring St. SW, Atlanta, GA
30303, (404) 221-5105, 8-4:30 EST.
Region 5--GSA Regional Counsel, 230 S. Dearborn Street, Chicago,
IL 60604, (312) 353-5392, 8:30-5:00 CST.
Region 6--GSA Regional Counsel, 1500 E. Bannister Road, Kansas
City, MO 64131, (816) 926-7212, 8-4:30 CST.
Region 7--GSA Regional Counsel, 819 Taylor Street, Fort Worth, TX
76102, (817) 334-2325, 7:45-4:15 CST.
Region 8--GSA Regional Counsel, Building 41, Denver Federal
Center, Denver, CO 80225, (303) 234-3813, 7:30-4:00 MST.
Region 9--GSA Regional Counsel, 525 Market Street, San Francisco,
CA 94105, (415) 556-3963, 7:45-4:15 PST.
Region 10--GSA Regional Counsel, GSA Center, Auburn, WA 98002,
(206) 833-5225, 7:30-4:00 PST.
GSA/REGADM 3 (23-00-0070)
System name: Biographical Sketches.
System location: This system is located in the offices of the
Regional Administrators at the addresses listed below:
GSA National Capitol Region, Office of the Regional Administrator
(WA), 7th and D Streets SW, Washington, DC 20407.
GSA Region 4, Office of the Regional Administrator (4A), 75
Spring St. SW, Atlanta, GA 30303.
GSA Region 6, Office of the Regional Administrator (6A), 1500
East Bannister Road, Kansas City, MO 64131.
Region 7, Fort Worth Business Service Center (7X), 819 Taylor
Street, Fort Worth, TX 76102.
GSA Region 8, Office of the Regional Administrator (8A), Building
41, Denver Federal Center, Denver, CO 80225.
GSA Region 9, Office of the Regional Administrator (9A), 525
Market Street, San Francisco, CA 94105.
GSA Region 10, Office of the Regional Administrator (10A), GSA
Center, Auburn, WA 98002.
Categories of individuals covered by the system: Individuals
include GSA and other Federal government officials.
Categories of records in the system: Records consist of
biographical sketches of GSA and other Federal government officials.
Records are used by the Regional Administrator and his or her staff
for the purpose of preparing introductions for GSA and other Federal
government officials for speeches, and public relations.
Authority for maintenance of the system: Title 5, U.S.C. Section
301.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The routine use
statements A, B, C, D, and E, described in the appendix following the
GSA notices, apply to this system of records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper records in file folders.
Retrievability: Filed alphabetically by name.
Safeguards: Access limited to official use only on a need-to-know
basis.
Retention and disposal: Disposition of records shall be in
accordance with the HB, GSA Records Maintenance and Disposition
System (OAD P 1820.2).
System manager(s) and address: The officials responsible for the
system of records are the Regional Administrators at the addresses
listed above.
Notification procedure: Information may be obtained from the
Regional Administrators at the addresses listed above.
Record access procedures: Requests to access records may be
directed to the Regional Administrators at the addresses listed
above, in accordance with the GSA rules as promulgated in 41 CFR part
105-64, published in the Federal Register.
Contesting record procedures: GSA rules for access to systems of
records, contesting the contents of a system of records and appealing
initial determinations are promulgated in 41 CFR part 105-64,
published in the Federal Register.
Record source categories: Public information, the individuals
themselves, or news releases.
GSA/REGADM 4 (23-00-0071)
System name: Official Correspondence Files.
System location: The system is located in the offices to the
Regional Administrators listed below:
GSA Region 4, Office of Regional Administrator (4A), 75 Spring
St. SW, Atlanta, GA 30303.
GSA Region 6, Office of the Regional Administrator (6A), 1500
East Bannister Road, Kansas City, MO 64131.
GSA Region 7, Office of the Regional Administrator (7A), 819
Taylor Street, Fort Worth, TX 76102.
GSA Region 8, Office of the Regional Administrator (8A), Building
41, Denver Federal Center, Denver, CO 80225.
GSA Region 9, Office of the Regional Administrator (9A), 525
Market Street, San Francisco, CA 94105.
GSA Region 10, Office of the Regional Administrator (10A), GSA
Center, Auburn, WA 98002.
Categories of individuals covered by the system: Individuals
include those corresponding with the Regional Administrators
regarding savings bond campaigns, employees receiving letters of
appreciation and commendation, members of Congress, mayors and their
staffs, and other individuals.
Categories of records in the system: Records consist of incoming
correspondence, background material, and outgoing correspondence to
individuals described in the system. The system is used as a record
of correspondence received by the offices of the Regional
Administrators and as a reference in preparing and replying to
immediate and future correspondence.
Authority for maintenance of the system: Title 5, U.S.C. Section
301.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The routine use
statements A, B, C, E, and G, described in the appendix following the
GSA notices, apply to this system of records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper records in file folders.
Retrievability: Filed alphabetically by name of the individual or
firm.
Safeguards: Access limited to Regional Administrator and staff for
official use only on a need-to-know basis.
Retention and disposal: Disposition of records shall be in
accordance with the HB, GSA Records Maintenance and Disposition
System (OAD P 1820.2).
System manager(s) and address: The officials responsible for the
system of records are the Regional Administrators at the addresses
listed above.
Notification procedure: Information may be obtained from the
Regional Administrators at the addresses listed above.
Record access procedures: Requests to access records may be
directed to the Regional Administrators at the addresses listed
above, in accordance with the GSA rules as promulgated in 41 CFR part
105-64, published in the Federal Register.
Contesting record procedures: GSA rules for access to systems of
records, contesting the contents of a system of records, and
appealing initial determinations are promulgated in 41 CFR part 105-
64, published in the Federal Register.
Record source categories: The actual correspondence and agency
records.
GSA/REGADM-6 (23-00-0102)
System name: Ridesharing System.
System location: The system is located in the following regional
offices:
GSA National Capital Region: Public Buildings Service (WP), GSA
Regional Office Building, 7th and D Sts. SW, Washington, DC 20407.
GSA Region 1: Transportation and Public Utilities Service, Motor
Equipment Division (1TM), John W. McCormack Post Office and
Courthouse, Boston, MA 02109.
GSA Region 2: Transportation and Public Utilities Service,
Transportation and Travel Management Division (2TT), 26 Federal
Plaza, New York, NY 10007.
GSA Region 3: Federal Supply Service, Office of Personal
Property, Motor Equipment Division (3FM), Ninth and Market Streets,
Philadelphia, PA 19107.
GSA Region 4: Transportation and Public Utilities Service, Motor
Equipment Division (4TM), Richard B. Russell Federal Building, 75
Spring St. SW, Atlanta, GA 30303.
GSA Region 5: Transportation and Public Utilities Service, Motor
Equipment Division (5TM), Federal Building, 230 S. Dearborn Street,
Chicago, IL 60604.
GSA Region 6: Administrative Services Division (6BR), GSA
Regional Office Building, 1500 East Bannister Road, Kansas City, MO
64131.
GSA Region 7: Transportation and Public Utilities Service, Motor
Equipment Division (7TM), 819 Taylor Street, Fort Worth, TX 76102.
GSA Region 8: Administrative Services Division (8BR), GSA
Regional Office Building, Building 41, Denver Federal Center, Denver,
CO 80225.
GSA Region 9: Transportation and Public Utilities Service,
Transportation and Travel Management Division (9TT), 525 Market
Street, San Francisco, CA 94105.
GSA Region 10: Transportation and Public Utilities Service (10T),
GSA Center, Auburn, Washington 98002.
Categories of individuals covered by the system: Employees who
voluntarily participate in the program.
Categories of records in the system: As used in this system notice,
the term ``ridesharing'' includes carpool and vanpool. The system
contains ridesharing applications which may include the applicants
name, home address, and business address and telephone number;
individual lists which may include names and business information;
and master lists which may incude all of the information solicited.
Authority for maintenance of the system: Federal Property and
Administrative Services Act of 1949, as amended and Air Pollution
Prevention and Control Act, 42 U.S.C., Chap. 15B.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: a. Ridesharing
(except for vanpools). GSA receives ridesharing applications from GSA
employees or from another Federal agency for non-GSA employees. GSA,
with one exception, transfers the applications without processing to
the local Council of Government (COG) activity. COG processes the
applications through their computer. The exception, Region 6,
completes both the initial processing and the computer processing in-
house. Computerized individual lists and master lists are prepared
showing compatible ridesharing applicants. The individual lists are
sent from COG, through GSA, to employer agencies for distribution to
the participating employees or mailed by COG directly to the
applicant. Master lists are retained by GSA and/or COG.
b. Vanpool. The GSA regional offices provide the main
coordinators for the vanpooling program. Vanpool applications are
collected by a coordinator for each agency located on or near the GSA
regional activity. Each coordinator sends the applications to GSA.
GSA manually processes these applications and returns a list of
compatible vanpoolers to the agency coordinator, who keeps a master
listing for their agency and sends the listing on to the applicant.
GSA maintains a master listing of all agencies' applicants.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Ridesharing applications are on paper forms. Individual
and master ridesharing lists are in the form of computer printouts
and/or typed pages.
Retrievability: Individual printouts and applications are filed by
name or zip code. Master lists are organized alphabetically by name
and by location of home address or by zip code.
Safeguards: Applications and master lists are filed in lockable
files.
Retention and disposal: Except for vanpool applications,
ridesharing applications are transferred upon receipt to COG, where
applicable, and destroyed upon transcription to machine storage.
Master lists are destroyed upon receipt of updated lists. Individual
vanpool applications are retained until applicant has joined a
vanpool or until applicant indicates no further interest in
vanpooling. At this time, the application is destroyed. Master lists
are constantly being purged.
System manager(s) and address: The following officials are
responsible for the applicable regional system:
GSA National Capital Region: Assistant Regional Administrator,
Public Buildings Service (WP), GSA Regional Office Building, 7th and
D Sts. SW, Washington, DC 20407.
GSA Region 1: Energy Transportation Coordinator, Motor Equipment
Division, Transportation and Public Utilities Service (1TM), John W.
McCormack Post Office and Courthouse, Boston, MA 02109.
GSA Region 2: Director, Transportation and Travel Management
Division, Transportation and Public Utilities Service (2TT), 26
Federal Plaza, New York, NY 10007.
GSA Region 3: Director, Motor Equipment Division, Office of
Personal Property (3FM), Ninth and Market Streets, Philadelphia, PA
19107.
GSA Region 4: Chief, Management Services Branch, Motor Equipment
Division, Transportation and Public Utilities Service (4TMM), Richard
B. Russell Federal Building, 75 Spring Street, SW, Atlanta, GA 30303.
GSA Region 5: Chief, Management Services Branch, Motor Equipment
Division, Transportation and Public Utilities Service (5TMM), Federal
Building, 230 S. Dearborn Street, Chicago, IL 60604.
GSA Region 6: Chief, Office Services Branch, Administrative
Services Division, Office of Administration (6BRO), GSA Regional
Office Building, 1500 East Bannister Road, Kansas City, MO 64131.
GSA Region 7: Director, Motor Equipment Division, Transportation
and Public Utilities Service (7TM), 819 Taylor Street, Fort Worth, TX
76102.
GSA Region 8: Chief, Office Services Branch, Administrative
Services Division, Office of Administration (8BRO), GSA Regional
Office Building, Building 41, Denver Federal Center, Denver, CO
80225.
GSA Region 9: Energy Transportation Coordinator, Transportation
and Travel Management Division, Transportation and Public Utilities
Service (9TT), 525 Market Street, San Francisco, CA 94105.
GSA Region 10: Assistant Regional Administrator, Transportation
and Public Utilities Service (10T), GSA Center, Auburn, Washington
98002.
Notification procedure: Inquiries by individuals as to whether the
system contains a record pertaining to themselves should be addressed
to the system manager.
Record access procedures: Requests from individuals for access to
records should be addressed to the system manager and should include
full name and address.
Contesting record procedures: GSA rules for contesting the contents
of the records and for appealing initial determinations are
promulgated in 41 CFR part 105-64, published in the Federal Register.
Record source categories: Federal employees who desire to avail
themselves of the benefits of the ridesharing program.
GSA/PBS-3 23-00-0075
System name:
Incident reporting, investigation, contingency planning/analysis,
and security case files.
System location:
The system of records is located in GSA's Office of Federal
Protective Service and in the regional offices of Federal Protective
Service divisions at the addresses given at the end of the notice.
Purpose(s):
The purpose is to maintain an information system that contains
(1) preliminary and other criminal investigation reports used to
enforce criminal law, rules, and regulations; to prevent, control, or
reduce crime and arrest criminals; and for correction, probation and
pardon, and parole activities; (2) security files that are the basis
of suitability decisions for GSA contract personnel and for persons
providing child care to children under the age of 18 in facilities
operated by or for the Government or by contractors; and (3)
contingency plans that provide patterns of potential or actual
terrorist group activities or other activities that could disrupt the
operation of GSA facilities.
Categories of individuals covered by the system:
a. Persons who were the source of (1) an initial complaint and
(2) an allegation that a crime took place.
b. Witnesses who have information or evidence about any aspect of
an investigation;
c. Persons who are, or who may become, suspects in an
investigation of criminal activity;
d. Persons being investigated on noncriminal matters;
e. Employees of GSA contractors performing contract services in
buildings and areas under GSA control;
f. Individuals who provide child care to children under the age
of 18 in Federal facilities;
g. Current and former applicants for the position of Federal
Protective Officer;
h. Persons associated with terrorists or terrorist groups and
activities and names of regional and national terrorist
organizations; and
i. Sources of information and evidence vital to the outcome of
administrative procedures and civil and criminal cases. The identity
of the individuals and the information they contribute are
confidential.
Categories of records in the system:
a. Files containing preliminary and other reports of criminal
investigations from the opening of a case until its close. Criminal
justice and civil or administrative remedies may require partial or
total disclosure of the reports.
b. Security files containing name, date and place of birth,
address, social security number, education, occupation, experience,
and investigative material.
c. Contingency planning/analysis files containing information
such as names and other identifying information and investigative
materials on persons linked with terrorists or terrorist groups and
activities. They also contain information about regional and national
terrorist organizations and their effect on the security of GSA
facilities.
d. Intelligence briefs; tactical, operational and strategic
information reports; regional and national contingency analysis;
action plans; and patterns of potential or actual terrorist groups,
or other activities that could disrupt the orderly operation of GSA
facilities.
Authority for maintenance of the system:
Authority for the system comes from E.O. 10450, April 27, 1953,
E.O. 12065, June 28, 1978; 31 U.S.C. 1535; and 40 U.S.C. 318(a)
through 318d; 42 U.S.C. 13041.
Routine uses of records in the system, including categories of
users and the purposes of such uses:
a. To disclose information to a Federal, State, local, or foreign
agency investigating, prosecuting, enforcing, or carrying out a
statute, rule, regulation, or order, where GSA becomes aware of a
violation or potential violation of civil or criminal law or
regulation.
b. To disclose information to a Member of Congress or a
congressional staff member in response to a request of the person who
is the subject of the records.
c. To disclose information to a Federal, State, or local agency
keeping civil, criminal, enforcement, or related information to
obtain additional information needed in making a decision on hiring
or retaining an employee; issuing a security clearance; letting a
contract; or issuing a license, grant, or other benefit.
d. To disclose information to a requesting Federal agency in
connection with hiring or retaining an employee; issuing a security
clearance; reporting an employee investigation; clarifying a job;
letting a contract; or issuing a license, grant, or other benefit by
the requesting agency where the information is necessary for a
decision.
e. To disclose information to an appeal, grievance, or formal
complaints examiner; equal employment opportunity investigator;
arbitrator; union representative or other official engaged in
investigating or settling a grievance, complaint, or appeal filed by
an employee.
f. To disclose information to the Office of Personnel Management
for evaluating Federal personnel management.
g. To disclose information to bureaus and divisions of the
Department of Justice that share jurisdiction over a subject and
location with the Office of Federal Protective Service.
h. To disclose information to subdivisions of the Department of
Justice that are prosecuting criminal cases and pursuing civil cases
arising from activities of the Office of Federal Protective Service.
i. To disclose information to Federal, State, local, and foreign
law enforcement agencies participating in an investigation with the
Office of Federal Protective Service.
j. To disclose information to the Department of Justice when an
agency, an agency employee, or the United States is a party to or has
interest in litigation, and using the records is necessary and
compatible with the purpose of collecting the information.
k. To disclose information to a court of adjudicative body when
the agency, any agency employee, or United States is party to or has
interest in litigation, and the use of the records is necessary and
compatible with the purpose of collecting the information.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records are kept in file folders; computer tapes and cards
are kept in file cabinets.
Retrievability:
Records are retrieved by name, file number, case number, incident
and location, and type of incident.
Safeguards:
Paper records are stored in locked filing cabinets with
combination locks when not in use and in secured rooms. Computer
tapes holding unclassified records are protected by a password
system.
Retention and disposal:
Record disposal is described in the handbook, GSA Records
Maintenance and Disposition System (OAD P 1820.2A).
System manager(s) and address:
Assistant Commissioner, Office of Federal Protective Service
(PS), Public Building Service, General Services Administration, 1800
F Street NW., Washington, DC 20405.
Notification procedure:
A requester who wishes to be notified whether the system contains
a record concerning himself or herself should address an inquiry to
the system manger.
Record access procedures:
A requester should address an individual request to view or amend
a record to the system manager, furnishing full name, social security
number, address, and telephone number. For the identification
required, see 41 CFR part 105-64, published in the Federal Register.
Contesting record procedures:
The procedures for contesting the content of a record or
appealing the denial of a request to access or amend a record are in
41 CFR part 105-64.
Record source categories:
The sources for the records are investigations, informants,
witnesses, official records, investigative leads, statements,
depositions, business records, or any other information source
available to the Office of Federal Protective Service.
Exemptions claimed for the system:
Under 5 U.S.C. 552a(j), the criminal investigation case files and
contingency planning/analysis files in the system are exempt from the
Privacy Act of 1974, except subsections (b); (c) (1) and (2); (e)(4)
(A) through (F); (3) (6), (7), (9), (10), (11), and (i) of the Act.
Under 5 U.S.C. 552a(k), the general investigation and security files
in the system are exempt from subsections (c)(3); (d); (e)(i); (e)(4)
(G), (H), and (I); and (f) of the Act.
Record System Locations
Central Office, GSA, Office of Federal Protective Service (PS),
1800 F Street NW., Washington, DC 20405.
New England Region, GSA Federal Protective Service (1PS), Thomas
P. O'Neill Federal Building, 10 Causeway Street, Room 108, Boston, MA
02222.
Northeast and Caribbean Region, GSA, Federal Protective Service
Division (2PS), 26 Federal Plaza, Room 17-130, New York, NY 10278.
Mid-Atlantic Region, GSA, Federal Protective Service Division
(3PS), John Wanamaker Building, 100 Penn Square East, Room 714,
Philadelphia, PA 19107-3396.
Southeast-Sunbelt Region, GSA, Federal Protective Service
Division (4PS), 401 West Peachtree Street NW., Suite 2339, Atlanta,
GA 30365-2550.
Great Lakes Region, GSA, Federal Protective Service Division
(5PS), John C. Kluczynski Federal Building, 230 South Dearborn
Street, Room 3540, Chicago, IL 60604.
The Heartland Region, GSA, Federal Protective Service Division
(6PS), 1500 East Bannister Road, Room 2137, Kansas City, MO 64131.
Greater Southwest Region, GSA, Federal Protective Service
Division (7PS), 819 Taylor Street, Room 14A14, Fort Worth, TX 76102.
Rocky Mountain Region, GSA, Federal Protective Service Division
(8PS), Building 41, Denver Federal Center, Room 200, PO Box 25006,
Denver, CO 80225-0006.
Pacific Rim Region, GSA, Federal Protective Service Division
(9PS), 450 Golden Gate Avenue, Room 5205, San Francisco, CA 94102-
3400.
Northwest/Arctic Region, GSA, Federal Protective Service Division
(10PS), 400 15th Street SW., Auburn, WA 98001.
National Capital Region, GSA, Federal Protective Service Division
(WPS), Bldg. 74, Room 110, Southeast Federal Center, Washington, DC
20407.
GSA/PBS-4
System name:System for Tracking and Administering Real-property
(STAR).
System location: Electronic records are maintained at the GSA
Public Buildings Service (PBS) Enterprise Service Center site. Paper
records are located in PBS regional and field offices. Contact the
system manager for additional information.
Categories of individuals covered by the system: STAR includes
information on individuals who are sole proprietors who lease
property to the Federal Government. In addition to sole proprietors,
individuals who might be designated to receive lease payments are
included. Information on these individuals includes their name,
contact information, and their Taxpayer Identification Number (TIN).
Categories of records in the system: The system maintains an
inventory of government owned and leased property and includes:
a. Personal information of property owners, including sole
proprietors who are designated as Lessors, or the sole proprietor's
designee who is authorized to receive payments for the lease,
designated as Lease Payee.
b. Internal communications that reference the Lessors and Lease
Payees.
Authorities for maintenance of the system: 40 U.S.C. Chapters 5,
31, and 33.
Purpose: To establish and maintain a system for tracking and
administering leased property.
Routine uses of the system records, including categories of users
and their purpose for using the system:
System information may be accessed and used by authorized GSA
employees or contractors in the conduct of official duties associated
with the tracking and administration of leased property. The
information may be shared with the GSA real property management
systems Rent Estimate, Business Information Solution, Occupancy
Agreement Tool, and Data Gateway.
Information from this system also may be disclosed as a routine
use:
a. In any legal proceeding, where pertinent, to which GSA is a
party before a court or administrative body.
b. To a Federal, State, local, or foreign agency responsible for
investigating, prosecuting, enforcing, or carrying out a statute,
rule, regulation, or order when GSA becomes aware of a violation or
potential violation of civil or criminal law or regulation.
c. To duly authorized officials engaged in investigating or
settling a grievance, complaint, or appeal filed by an individual who
is the subject of the record.
d. To the Office of Personnel Management (OPM) and the Government
Accountability Office (GAO) when the information is required for
evaluation of the program.
e. To a Member of Congress or his or her staff on behalf of and
at the request of the individual who is the subject of the record.
f. To an expert, consultant, or contractor of GSA in the
performance of a Federal duty to which the information is relevant.
g. To the National Archives and Records Administration (NARA) for
records management purposes.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of system records:
Storage: Information may be collected on paper or electronically
and may be stored on paper or on electronic media, as appropriate.
Electronic records are kept on server hard drives and/or CD ROM.
Retrievability: Records are retrievable by a lessor's or
designee's name and/or TIN.
Safeguards: System records are safeguarded in accordance with the
requirements of the Privacy Act, the Computer Security Act, and the
STAR System Security Plan. Technical, administrative, and personnel
security measures are implemented to ensure confidentiality and
integrity of the system data that is stored, processed, and
transmitted. Paper records are stored in secure cabinets or rooms.
Electronic records are protected by passwords and other appropriate
security measures.
Retention and disposal: Disposition of records is according to
the National Archives and Records Administration (NARA) guidelines,
as set forth in the GSA Records Maintenance and Disposition System
handbooks OAD P 1820.2A and CIO P 1820.1, and authorized GSA records
schedules.
System manager and address: STAR Program Manager, Systems
Development Division (PGAB), Office of Technology Capital Asset
Management, Room 5217, General Services Administration, 1800 F Street
NW, Washington DC 20405-0001.
Notification procedure: An individual may obtain information on
whether the system contains his or her record by addressing a request
to the STAR Program Manager at the above address.
Record access procedure: Requests from individuals for access to
their records should be addressed to the STAR Program Manager at the
above address.
Contesting record procedures: GSA rules for access to systems of
records, for contesting the contents of systems of records, and for
appealing initial determinations are published in the Federal
Register, 41 CFR part 105-64.
Record source categories: Information is obtained from
individuals who are sole proprietor property owners or individuals
who are designated to receive lease payments.
GSA/ADTS 1 (23-00-0076)
System name: Classified Control Files, GSA/ADTS.
System location: Central Office and regional offices of ADTS at the
addresses listed in the appendix following the GSA/ADTS notices.
Categories of individuals covered by the system: Employees of GSA,
other Government agencies, and commercial corporations.
Categories of records in the system: Records are maintained in this
nonautomated system for the purpose of ensuring control over access
to classified information and facilities. Contains records such as:
Security clearance level, identification credentials, registers,
access authorizations, official courier/messenger designations,
security officer appointments, files custodian lists, security
briefings, and acknowledgements.
Authority for maintenance of the system: Executive Order 10450,
April 27, 1953.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Maintaining and
exchanging current information regarding authority of personnel to
gain access to classified material or facilities. Documenting
responsibilities of designated personnel to administer the overall
security program. Used to verify clearance for access to classified
material or facilities, to allow performance of maintenance and
repair of classified communications equipment, to verify authority to
release, transport and receive classified material, both inter- and
intra-agency. The routine use statements A, B, C, D, E, and G,
described in the appendix following the GSA notices, also apply to
this system of records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper files kept in safes or storage cabinets.
Retrievability: Filed alphabetically at each location by name of
individual.
Safeguards: Buildings employ security guards. Storage containers
are either locked or located in a limited access area.
Retention and disposal: Disposition of records shall be in
accordance with the HB, GSA Records Maintenance and Disposition
System (OAD P 1820.2).
System manager(s) and address: Chief, Secure and Emergency
Communications Branch, Office of Systems Engineering and Operations,
GSA, ADTS, 18th & F Streets NW, Washington, DC.; mailing address:
General Services Administration (CTDS), Washington, DC 20405, and the
Assistant Regional Administrators, ADTS, at the addresses listed in
the appendix following the GSA/ADTS notices.
Notification procedure: Inquiries should be directed to the system
managers listed above.
Record access procedures: Same as above.
Contesting record procedures: GSA rules for access to records, for
contesting the contents, and for appealing initial determinations are
promulgated in 41 CFR part 105-64, published in the Federal Register.
Record source categories: The individuals themselves, requests for
clearance and/or access, and other security forms.
GSA/ADTS 2 (23-00-0077)
System name: Congressional Files, GSA/ADTS.
System location: ADTS Central Office and in the regional offices of
ADTS at the addresses listed in the appendix following the GSA/ADTS
notices.
Categories of individuals covered by the system: Members of
Congress and their staffs, State governors and their staffs.
Categories of records in the system: Records are maintained in this
nonautomated system for the purpose of ensuring that proper action is
being taken on Congressional and State requests for ADP and
telecommunications service. Contains records used for ordering,
billing, and budget purposes. Contains telephone service requests,
ADP service requests, billing for FTS and extended service, general
inquiries, records of meetings, service complaints, and remedial
actions.
Authority for maintenance of the system: Title 31, U.S.C. Section
680a.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The routine use
statements A, B, C, D, E, and G, described in the appendix following
the GSA notices, apply to this system of records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper files, storage cabinets, and file folders.
Retrievability: Filed alphabetically at each location by name of
individual.
Safeguards: Buildings employ security guards. Access is restricted
to authorized personnel. Records are released only to authorized
officials.
Retention and disposal: Disposition of records shall be in
accordance with the HB, GSA Records Maintenance and Disposition
System (OAD P 1820.2).
System manager(s) and address: Congressional Liaison (CLSS), GSA,
ADTS, 7th and D Streets SW., Washington, DC 20407 and the Assistant
Regional Administrators, ADTS, at the addresses listed in the
appendix following the GSA/ADTS notices.
Notification procedure: Inquiries should be directed to the system
managers listed above.
Record access procedures: Same individuals as above.
Contesting record procedures: GSA rules for access to records, for
contesting the contents, and for appealing initial determinations are
promulgated in 41 CFR part 105-64, published in the Federal Register.
Record source categories: The individuals themselves
(correspondence, telephone calls, etc.), the staffs of the
individuals concerned, and other ADTS employees involved.
GSA/ADTS 4 (23-00-0079)
System name: Emergency Notification Files GSA/ADTS.
System location: Central Office and regional offices of ADTS at the
addresses listed in the appendix following the GSA/ADTS notices.
Categories of individuals covered by the system: GSA/ADTS Central
Office and regional employees.
Categories of records in the system: Records are maintained in this
nonautomated system for the purpose of notifying and identifying
employees or their designees under emergency conditions. Contains
records such as: Employees, name, address, position title, office
phone number, and home phone number.
Authority for maintenance of the system: Title 5 U.S.C. Section
301.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Maintaining a
current listing of Federal officials to be contacted during national
disasters, contingency and emergency situations, and providing this
information as necessary, in disasters or public or personal
emergencies, to concerned agencies, telephone companies,
telecommunications common carriers, civil defense and other
activities and individuals involved in the emergency or relief
effort. Contacting officials in support of Federal Emergency Plan D
and NCS Plan for Communications Support in major disasters and
emergencies. Notifying personnel in cases of operational or personal
emergencies. The routine statements A, B, C, D, E, and G, described
in the appendix following the GSA notices, also apply to this system
of records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper files kept in safes or lockable storage cabinets.
Retrievability: Filed alphabetically at each location by name of
individual.
Safeguards: Buildings employ security guards. Storage containers
are either locked or located in a limited access area.
Retention and disposal: Disposition of records shall be in
accordance with the HB, GSA Records Maintenance and Disposition
System (OAD P 1820.2).
System manager(s) and address: Chief, Secure and Emergency
Communications Branch, Office of Systems Engineering and Operations,
GS Building, 18th & F Streets NW, Washington, DC; mailing address:
General Services Administration (CTDS), Washington, DC 20405 and
Assistant Regional Administrators, ADTS, at the addresses listed in
the appendix following the GSA/ADTS notices.
Notification procedure: Inquiries should be directed to the system
managers identified above.
Record access procedures: Same individuals as above.
Contesting record procedures: GSA rules for access to records, for
contesting the contents, and for appealing initial determinations are
promulgated in 41 CFR part 105-64, published in the Federal Register.
Record source categories: The individuals themselves, their
supervisors, emergency listings, disaster plans, and personnel files.
GSA/ADTS 5 (23-00-0080)
System name: Financial Management Files, GSA/ADTS.
System location: Financial Management Division and offices of the
Central Office and regional offices of ADTS at the addresses listed
in the appendix following the GSA/ADTS notices.
Categories of individuals covered by the system: GSA/ADTS Central
Office and regional employees.
Categories of records in the system: Records are maintained in both
paper and automated form for the purpose of financial management.
Contains information on financial projections for short and long
range planning, preparation of annual financial plans, monthly and
quarterly analysis of operation funds, and verifying accounting
reports. Contains records such as: Travel logs, transportation
requests, claims, vouchers, within grade notices and pay changes,
operator cost data, credit cards, requisitions, overtime requests,
operating plans, time and attendance files, payroll, commercial call
certifications, employment staffing, retirement eligibility, and
manpower and payroll statistics.
Authority for maintenance of the system: Title 31 U.S.C. 66a, 66b.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The routine use
statements A, B, C, D, E, F, and G, described in the appendix
following the GSA notices, apply to this system of records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper files kept in storage containers. Magnetic tapes are
filed in a tape library.
Retrievability: Filed alphabetically at each location by name of
individual.
Safeguards: Buildings employ security guards. Records containing
personal information are maintained in metal lockable filing cabinets
or metal lockable desk drawers, with limited access. Tapes and other
records are stored in a limited access area.
Retention and disposal: Disposition of records shall be in
accordance with the HB, GSA Records Maintenance and Disposition
System (OAD P 1820.2).
System manager(s) and address: Director, Financial Management
Division, GS Building, 18th & F Streets NW, Washington, DC; mailing
address: General Services Administration (CXM), Washington, DC 20405;
Director, Budgetary Control Division (CXB), ADTS, GS Building, 18th
and F Sts. NW, Washington, DC 20405, and the Assistant Regional
Administrator, ADTS, at the addresses listed in the appendix
following the GSA/ADTS notices.
Notification procedure: Inquiries should be directed to the system
managers identified above.
Record access procedures: Same individuals as above.
Contesting record procedures: GSA rules for access to records, for
contesting the contents, and for appealing initial determinations are
promulgated in 41 CFR part 105-64, published in the Federal Register.
Record source categories: Individuals submitting the various types
of claims, vouchers, and requests and manpower and payroll
statistics.
GSA/ADTS 7 (23-00-0082)
System name: Workload Measurement Files, GSA/ADTS.
System location: Regional and Central Offices, ADTS, at the
addresses listed in the appendix following the GSA/ADTS notices.
Categories of individuals covered by the system: Current employees
of GSA/ADTS.
Categories of records in the system: Records are maintained in both
paper and magnetic tape in this system for the purpose of measuring
the productivity of ADTS technical and operational personnel in the
Central Office and regions. Contains records such as: Tape, test, re-
run logs, applied data processing time, productive performance,
project status, personnel time summary, switchboard operator
evaluation, RAMUS reports, systems and programming project status,
tape error detection, FTS incoming and outgoing service message,
switchboard operations reports, computer console, balance and job
control sheets, historical and workload files.
Authority for maintenance of the system: Title 5 U.S.C. Section
301.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The routine use
statements A, B, C, D, E, F, and G, described in the appendix
following the GSA notices apply to this system of records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper files are kept in file cabinets and desk drawers.
Automated records are maintained in a tape library.
Retrievability: Records are filed alphabetically by individuals'
name, number, initials or operating location.
Safeguards: Buildings employ security guards and storage containers
for paper records are either locked or in a limited access area.
Automated records are maintained in a controlled tape library.
Retention and disposal: Disposition of records shall be in
accordance with the HB, GSA Records Maintenance and Disposition
System (OAD P 1820.2).
System manager(s) and address: Director, Management Services Staff
(CMA), GSA, ADTS, 18th and F Streets, NW, Washington, DC 20405 and
the Assistant Regional Administrators, ADTS at the addresses listed
in the appendix following the GSA/ADTS notices.
Notification procedure: Inquires should be directed to the system
managers identified above.
Record access procedures: Same individuals as above.
Contesting record procedures: GSA rules for access to records, for
contesting the contents, and for appealing initial determinations are
promulgated in 41 CFR part 105-64, published in the Federal Register.
Record source categories: The supervisor's review of message and
tape logs, trouble reports, re-run sheets, the employee themselves,
and other employees.
GSA/ADTS 8 (23-00-0096)
System name: Special Purpose Telephone Contact Listings GSA/
ADTS.
System location: GSA/ADTS Regional Offices and GSA operated
switchboards within the 11 GSA regions and the FTS Central
Information Service and Emergency Poison Control listings at GSA,
ADTS, National Capital Region, at the addresses listed in the
appendix following the GSA/ADTS notices.
Categories of individuals covered by the system: Federal agency
personnel as designated by the Federal agencies.
Categories of records in the system: Includes listings such as key
personnel and Essential Residence Telephone Listing for the purpose
of identifying essential residential telephone service to designated
key officials in time of emergency; FTS Central Information Service
for the purpose of contacting key officials for necessary day-to-day
operations and in emergency situations; Emergency Poison Control
Listings for the purpose of providing emergency medical assistance;
and other listings of key officials for the purpose of day-to-day
operations and emergencies. These listings may include name, position
title, office address, office telephone number, home address, and/or
home telephone number.
Authority for maintenance of the system: The Federal Property and
Administrative Services Act of 1949, 63 Stat. 377, as amended.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The routine uses
of these records shall include: (1) The transfer of GSA of the above
described information from the Federal agency responsible for
collecting the information for inclusion in the GSA-maintained
nationwide central information service and in regional listings of
Federal personnel designated as key personnel or points of contacts;
(Personnel information; i.e., home address or telephone number, will
not be disclosed to a caller. The GSA switchboard operator will
either `patch' the call through to the subject, or will notify the
subject that a call has been made to him or her for call-back
purposes.); (2) the transfer of designated essential residence
information (and deletions from such list) in the regions to the
appropriate telephone companies to provide emergency line load
control pursuant to 41 CFR 105-35.6; and (3) the routine use
statements A, B, C, D, E, and G, described in the appendix following
the GSA notices, apply to this system of records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper, tapes, and/or cards.
Retrievability: Indexed by name and/or agency.
Safeguards: Limited access areas and records are accessible only to
authorized personnel of GSA.
Retention and disposal: Maintained until rescinded by authorized
agency.
System manager(s) and address: The officials responsible for the
telephone contact listings are (1) Central Information Service and
Emergency Poison Control: Assistant Regional Administrators, ADTS,
National Capital Region; (2) Regional listings: Assistant Regional
Administrators, ADTS, in the appropriate regions. The addresses are
listed in the appendix following the GSA/ADTS notices.
Notification procedure: Information may be obtained from the system
managers listed above.
Record access procedures: Same individuals as above.
Contesting record procedures: GSA rules for access to records, for
contesting the contents, and for appealing initial determinations are
promulgated in 41 CFR part 105-64, published in the Federal Register.
Record source categories: Information provided by Federal agencies
and subject individuals.
Appendix- GSA/ADTS Address of Locations
ADTS/GSA Central Office, 18th and F Streets, NW, Washington, DC
20405, Telephone: 202-566-1000.
National Capital Region, Assistant Regional Administrator, ADTS,
7th and D Streets, SW, Washington, DC 20407, Telephone: 202-472-1200.
Region 1
Assistant Regional Administrator, ADTS, John W. McCormack, PO and
Courthouse, Post Office Square, Boston, MA 02109, Telephone: 617-233-
5055.
Region 2
Assistant Regional Administrator, ADTS, 26 Federal Plaza, New
York, NY 10007, Telephone: 216-264-1711.
Region 3
Assistant Regional Administrator, ADTS, 9th and Market Streets,
Philadelphia, PA 19107, Telephone: 215-597-4901.
Region 4
Assistant Regional Administrator, ADTS, Richard B. Russell
Federal Building, 75 Spring Street, SW, Atlanta, GA 30303, Telephone:
404-242-5104.
Region 5
Assistant Regional Administrator, ADTS, 230 South Dearborn
Street, Chicago, IL 60604, Telephone: 312-886-3807.
Region 6
Assistant Regional Administrator, ADTS, 1500 E. Bannister Road,
Kansas City, MO 64131, Telephone: 816-926-7309.
Region 7
Assistant Regional Administrator, ADTS, 819 Taylor Street, Fort
Worth, TX 76102, Telephone: 817-334-2871.
Region 8
Assistant Regional Administrator, ADTS, Building 41, Denver
Federal Cen., Denver, CO 80225, Telephone: 303-234-4337.
Region 9
Assistant Regional Administrator, ADTS, 525 Market Street, San
Francisco, CA 94105, Telephone: 414-556-3272.
Region 10
Assistant Regional Administrator, ADTS, GSA Center, Auburn, WA
98002, Telephone: 206-833-6500 X421.
ADTS Central Office Field Activities
GSA/ADTS/CF, Skyline Two, Rm. 1100, 5203 Leesburg Pike, Falls
Church, VA. 22041.
GSA/ADTS/CIF, 1815 North Lynn St., Arlington, VA. 22209.
GSA/ADTS/CDDE, Rm. A-114, Bldg. 225, Gaitherburg, MD. 20762.
GSA/ADTS/CTDDM-R, PO Box 430, Romney, WV 26757.
GSA/ADTS/CTDDM-T, PO Box 17000, Austin, TX 78764.
GSA/ADTS/CTOC, 218A West Main St., Scott Air Force Base,
Belleville, IL 62220.
GSA/ADTS/CDPXW, Rm. 7A38, 819 Taylor St., Fort Worth, TX 76102.
GSA/FSS 9 (23-00-0091)
System name: Cataloging Action Master File--Work Measurement
System.
System location: General Services Administration, Tape Library, 7th
& D Streets SW, Washington, DC 20407.
Categories of individuals covered by the system: Supply catalogers
processing catalog action requests.
Categories of records in the system: The system consists of records
kept on each individual showing the status of transactions the
individual has in process and the number of actions completed,
rejected, or approved. The records are primarily used by officers and
employees of the agency to determine status of transactions and to
summarize work done by individuals.
Authority for maintenance of the system: Title 40 U.S.C., Section
487.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The routine use
statements A, B, C, and D, described in the appendix following the
GSA notices, apply to this system of records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Mag-tape and print-outs.
Retrievability: Alphabetic code assigned to individuals.
Safeguards: Buildings employ security guards and records are
maintained in areas accessible only to authorized personnel of FSS.
Retention and disposal: Disposition of records shall be in
accordance with the HB, GSA Records Maintenance and Disposition
System (OAD P 1820.2).
System manager(s) and address: The official responsible for the
system of records is the Director, Programs and Systems Development
Division, Office of Item Management, Crystal Mall 4, Federal Supply
Service, Washington, DC 20405. Mailing address: General Services
Administration (FRID), Washington, DC 20406.
Notification procedure: Information may be obtained from the
official cited above.
Record access procedures: Requests from individuals to access
records should be addressed to the official cited above. In person,
requests may be made during normal business hours listed for each
location in the appendix following notice GSA/FSS 12.
For written requests, the individual should provide full name,
address and telephone number, period of employment, and position held
to assist the office in locating the record. For personal visits, the
individual should be able to provide some acceptable identification
such as driver's license or employee identification. Only general
inquiries may be made by telephone.
Contesting record procedures: GSA rules for access to records, for
contesting the contents, and for appealing initial determinations are
promulgated in 41 CFR part 105-64, published in the Federal Register.
Record source categories: Data provided by individuals.
GSA/FSS 12 (23-00-0094)
System name: Accountability and Property Inventory Systems GSA/
FSS.
System location: Assistant Regional Administrator's offices;
regional offices of the Retail Services Division and Procurement
Divisions; and supply distribution facilities at the addresses listed
in the appendix following this notice. In addition, portions of the
systems of records are maintained at retail stores in the regions.
Addresses of these locations can be obtained from the applicable
regional director.
Categories of individuals covered by the system: Depot personnel,
store managers, and contracting officers.
Categories of records in the system: Custody of wax seals, records
of keys issued, accountability of Government property and supplies,
bonding of collection officers, contracting officer designations and
discrepancy reports. (The records are primarily used by officers and
employees of the agency who have a need for the record in the
performance of their duties.)
Authority for maintenance of the system: Title 40 U.S.C. Section
483; Title 5 U.S.C. generally; Title 21 U.S.C. generally.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The routine use
statements A, B, and G, described in the appendix following the GSA
notices, apply to this system of records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper Forms.
Retrievability: Filed alphabetically by individual name.
Safeguards: Buildings employ security guards and records are
maintained in areas accessible only to authorized personnel of FSS.
Retention and disposal: Disposition of records shall be in
accordance with the HB, GSA Records Maintenance and Disposition
System (OAD P 1820.2).
System manager(s) and address: The official responsible for the
system of records is the Support Services Supervisor, Administrative
Services Division, Office of Management, Crystal Mall 4, Federal
Supply Service, Washington, DC 20406. Mailing address: General
Services Administration (FPC), Washington, DC 20406.
Notification procedure: Information may be obtained from the
regional director of the applicable activity shown in the location
portion of this notice in which the individual is or was employed
with. If not known, general inquiries should be made to the Support
Services Supervisor, Administrative Services Division, Office of
Management, Federal Supply Service, Washington, DC 20406.
Record access procedures: Requests from individuals to access
records should be addressed to the officials cited above. In person
requests may also be made during normal business hours listed for
each location in the appendix following this notice.
For written requests, the individual should provide full name,
address and telephone number, period of employment and position held
to assist the office in locating the record. For personal visits, the
individual should be able to provide some acceptable identification
such as driver's license and employee identification. Only general
inquiries may be made by telephone.
Contesting record procedures: GSA rules for access to records, for
contesting the contents, and for appealing initial determinations are
promulgated in 41 CFR part 105-64, published in the Federal Register.
Record source categories: Individual prepared forms, agency
supervisors, and personnel action forms.
Appendix--GSA/FSS Addresses of Locations
Regional Offices
National Capital Region
7th and D Streets SW, Washington, DC 20407.
Region 1
805 John W. McCormack Post Office and Courthouse, Post Office
Square, Boston, MA 02109.
Region 2
26 Federal Plaza, Room 2836, New York, NY 10007.
Region 3
9th and Market Sts, Philadelphia, GA 19107.
Region 4
75 Spring St. SW, Atlanta, GA 30303.
Region 5
John C. Kluezynski Federal Building, 230 South Dearborn Street,
Chicago, IL 60604.
Region 6
Federal Building, 1500 East Bannister Road, Kansas City, MO
64131.
Region 7
819 Taylor Street, Fort Worth, TX 76102.
Region 8
Building No. 41, Denver Federal Center, Denver, CO 80225.
Region 9
525 Market Street, San Francisco, CA 94105.
Region 10
GSA Center, Auburn, WA 98002.
GSA Supply Distribution Facilities
GSA Supply Distribution Facility, 295 Lincoln Street, Hingham, MA
02043.
GSA Supply Distribution Facility, Belle Mead, NJ 08502.
GSA Supply Distribution Facility, Military Ocean Terminal
Bayonne, NJ 07002.
GSA Supply Distribution Facility, Building 246, Raritan Depot,
Edison, NJ 08817.
GSA Supply Distribution Facility, Springfield, VA 22150.
GSA Supply Distribution Facility, Federal Supply Service, 2800
Eastern Boulevard, Middle River, MD 21220.
GSA Supply Distribution Facility, Hampton Roads Army Terminal,
7737 Hampton Boulevard, Norfolk, VA 23505.
GSA Supply Distribution Facility, 3312 Berkely Lake Rd, Duluth,
GA 30136.
GSA Supply Distribution Facility, Garden City Terminal, Savannah
State Docks and Warehouses, PO Box 7076, Garden City, GA 31408.
GSA Supply Distribution Facility, 4100 W. 76th Street, Chicago,
IL 60629.
GSA Supply Distribution Facility, Building 31, Shelby, OH 44875.
GSA Supply Distribution Facility, 1500 E. Bannister Road, Kansas
City, MO 64131.
GSA Supply Distribution Facility, Warehouse 3, Federal Center,
Fort Worth, TX 76115.
GSA Supply Distribution Facility, 500 Edwards Avenue, Harahan,
LA.
GSA Supply Distribution Facility, Building 810, Denver Federal
Center, Denver, CO 80225.
GSA Supply Distribution Facility, 1600 12th Street NW.,
Albuquerque, NM.
GSA Supply Distribution Facility, Building C6, Annex 3, Federal
Depot, Clearfield, UT 84016.
GSA Supply Distribution Facility, Building T3069, Hickam AFB,
Honolulu, HI 96824.
GSA Supply Distribution Facility, Building 414, Rough and Ready
Island, Stockton, CA 95203.
GSA Supply Distribution Facility, Auburn, WA 98002.
GSA/FSS-13
System name:
Personal Property Sales Program.
System location:
System records are maintained by the General Services
Administration (GSA) at several locations. A complete list of the
locations is available from the System Manager.
Categories of individuals covered by the system:
The system will include those individuals who request to be added
to GSA bidders' mailing lists, register to bid on GSA sales, and
enter into contracts to buy Federal personal property at sales
conducted by GSA.
Categories of records in the system:
The system contains information needed to identify potential and
actual bidders and awardees, and transaction information involving
personal property sales. System records include:
a. Personal information provided by bidders and buyers, including
names, phone numbers, addresses, Social Security Numbers, and credit
card numbers or other banking information; and
b. Contract information on Federal personal property sales,
including whether payment was received, the form of the payment,
notices of default, and contract claim information.
Authority for maintaining the system:
Sections 201 and 203 of the Federal Property and Administrative
Services Act of 1949, as amended (40 U.S.C. 481 and 484), which
assign responsibility for the disposition of property to the
Administrator of General Services.
Purpose(s):
To establish and maintain a system of records for conducting
public sales of Federal personal property by GSA.
Routine uses of records in the system, including categories of
users and the purposes of such uses:
System information may be accessed and used by authorized GSA
employees or contractors to prepare for and conduct personal property
sales, administer sales contracts, perform oversight or maintenance
of the GSA electronic systems and, when necessary, for sales contract
litigation or non-procurement suspension or debarment purposes.
Information from this system also may be disclosed as a routine
use:
a. In any legal proceeding, where pertinent, to which GSA is a
party before a court or administrative body.
b. To a Federal, State, local, or foreign agency responsible for
investigating, prosecuting, enforcing, or carrying out a statute,
rule, regulation, or order when GSA becomes aware of a violation or
potential violation of civil or criminal law or regulation.
c. To duly authorized officials engaged in investigating or
settling a grievance, complaint, or appeal filed by an individual who
is the subject of the record.
d. To the Office of Personnel Management (OPM) or the General
Accounting Office when the information is required for evaluation of
the program.
e. To a Member of Congress or his or her staff on behalf of and
at the request of the individual who is the subject of the record.
f. To an expert, consultant, or contractor of GSA in the
performance of a Federal duty to which the information is relevant.
g. To the GSA Office of Finance for debt collection purposes (see
GSA/PPFM-7).
h. To the National Archives and Records Administration (NARA) for
records management inspection conducted under 44 U.S.C. 2904 and
2906.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information may be collected on paper or electronically and may
be stored on paper or on electronic media, as appropriate.
Retrievability:
Records are retrievable by a personal identifier or by other
appropriate type of designation approved by GSA.
Safeguards:
System records are safeguarded in accordance with the
requirements of the Privacy Act, the Computer Security Act, and OMB
Circular A-130. Technical, administrative, and personnel security
measures are implemented to ensure confidentiality and integrity of
the system data stored, processed, and transmitted. Paper records are
stored in secure cabinets or rooms. Electronic records are protected
by passwords and other appropriate security measures.
Retention and disposal:
Disposition of records is according to the National Archives and
Records Administration (NARA) guidelines, as set forth in the
handbook, GSA Records Maintenance and Disposition System (OAD P
1820.2), and authorized GSA records schedules.
System manager(s) and address:
Director, Personal Property Division (FBP), Federal Supply
Service, General Services Administration, 1941 Jefferson Davis
Highway, Crystal Mall Building 4, Arlington VA 22202.
Notification procedure:
Individuals may submit a request on whether a system contains
records about them to the system manager at the above address.
Record access procedures:
Requests from individuals for access to their records should be
addressed to the system manager.
Contesting record procedures:
GSA rules for access to systems of records, contesting the
contents of systems of records, and appealing initial determinations
are published in the Federal Register, 41 CFR part 105-64.
Record source categories:
Information is provided by individuals who wish to participate in
the GSA personal property sales program, and system transactions
designed to gather and maintain data and to manage and evaluate the
Federal personal property disposal program.
GSA/FPRS-2 (23-00-0110)
System name: Hazardous Materials Exposure History System.
System location: Records are maintained at the GSA/FPRS stockpile
depots at the addresses shown in the appendix following this notice.
Categories of individuals covered by the system: Personnel working
or visiting storage areas containing hazardous materials.
Categories of records in the system: Records consist of the daily
dosage of radiation received and hourly exposure to dangerous levels
of asbestos. The records are primarily used by officers and employees
of the agency who have a need for the records in the performance of
their duties.
Authority for maintenance of the system: Occupational Safety and
Health Act of 1970, as amended (84 Stat. 1590).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: Information on
exposure readings is provided to the regulatory agencies charged with
the responsibilities for regulating the handling of hazardous
materials. The routine use statements A, B, C, D, and E, described in
the appendix following the GSA notices, also apply to this system of
records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper forms.
Retrievability: Filed alphabetically by individual's name.
Safeguards: Buildings employ security guards and records are
maintained in areas accessible only to authorized personnel of FPRS.
Retention and disposal: Disposition of records shall be in
accordance with the HB, GSA Records Maintenance and Disposition
System (OAD P 1820.2).
System manager(s) and address: Assistant Commissioner, Office of
Property Management (DM), Crystal Square Building 5, Arlington, VA.
Mailing address: General Services Administration (DM), Washington, DC
20406.
Notification procedure: Individuals may obtain information about
whether they are part of this system of records from the director of
the applicable activity that the individual is or was employed with.
If not known, general inquiries should be made to the system manager.
Record access procedures: Requests from individuals to access
records should be addressed to the official cited above. In person
requests may also be made during normal business hours at each
location listed in the appendix following this notice. For written
requests, the individual should provide full name, address, telephone
number, period of employment, and the position held to assist the
office in locating the record. For personal visits, the individual
should be able to provide some acceptable identification such as
driver's license or employee identification card. Only general
inquiries may be made by telephone.
Contesting record procedures: GSA rules for contesting records and
for appealing initial determinations are contained in 41 CFR part
105-64.
Record source categories: Information in this system of records is
obtained from film badges, dosimeters, other instrumentation, work
logs, and medical examinations.
Appendix--GSA/FPRS Location Addresses
Regional Offices
National Capital Regional (NCR), 7th and D Streets SW,
Washington, DC 20407.
Region 1
John W. McCormack Post Office and Courthouse, Post Office Square,
Boston, Massachusetts 02109.
Region 2
26 Federal Plaza, New York, New York 10007.
Region 3
7th and D Streets SW, Washington, DC 20407.
Region 4
75 Spring Street SW, Atlanta, Georgia 30303.
Region 5
230 South Dearborn Street, Chicago, Illinois 60604.
Region 6
1500 E. Bannister Road, Kansas City, Missouri 64131.
Region 7
89 Taylor Street, Forth Worth, Texas 76102.
Region 8
Building 41, Denver Federal Center, Denver, Colorado 80225.
Region 9
525 Market Street, San Francisco, California 94105.
Region 10
GSA Center, Auburn, Washington 98002.
GSA/FPRS Stockpile Depots
GSA-FPRS Baton Rouge Depot, 2695 N. Sherwood Forest Drive, Baton
Rouge, LA 70810.
GSA-FPRS Federal Service Center (C/D), 4747 Eastern Avenue,
Building 1, Bell, CA 90201.
GSA-FPRS Bethlehem Depot, Bethlehem, PA 18015.
GSA-FPRS Belle Mead Depot, Belle Mead, NJ 08502.
GSA-FPRS Binghamton Depot, Binghamton, NY 13901.
GSA-FPRS Casad Depot, New Haven, IN 46774.
GSA-FPRS Depot, The Federal Depot, Clearfield, UT 84016.
GSA-FPRS Curtis Bay Depot, Baltimore, MD 21226.
GSA-FPRS Dayton Depot, 2400 West Dorothy Lane, Dayton, OH 45439.
GSA-FPRS Erie Depot, PO Box 344, Port Clinton, OH 43452.
GSA-FPRS Fort Worth Depot, 819 Taylor Street, Fort Worth, TX
76102.
GSA-FPRS Gadsden Depot, PO Box 918, Hammond, IN 46325.
GSA-FPRS Marion Depot, PO Box 348, Marion, OH 43302.
GSA-FPRS Building 7050, PO Box 6, Mira Loma, CA 91752.
GSA-FPRS New Bedford Depot, King Street and Nash Road, New
Bedford, MA 20745.
GSA-FPRS Point Pleasant Depot, 2601 Madison Avenue, Point
Pleasant, WV 25550.
GSA-FPRS Scotia Depot, Scotia, NY 12302.
GSA-FPRS Sharonville Depot, PO Box 41131, Cincinnati, OH 45241.
GSA-FPRS Somerville Depot, Somerville, NJ 08876.
GSA-FPRS Depot, Rough and Ready Island, Building 606, Stockton,
CA 95203.
GSA-FPRS Topeka Depot, Building 301, Topeka, KS 66601.
GSA-FPRS Warren Depot, Warren OH 44482.
GSA-FPRS Buffalo Depot (Address all mail to the Sharonville
Depot).
GSA-FPRS Marietta Depot (Address all mail to Region 3).
GSA-FPRS Terre Haute Depot (Address all mail to the Sharonville
Depot).
GSA-FPRS Voorheesville Depot (Address all mail to the Scotia
Depot).
GSA/TPUS-2 (23-00-0107)
System name: Accountability and Property Inventory System.
System location: Records are maintained at the Assistant Regional
Administrator offices and motor equipment divisions at the addresses
listed in the appendix following this notice. In addition, portion of
the records are maintained at motor pools located throughout the
regions, the addresses of which can be obtained from the applicable
regional director.
Categories of individuals covered by the system: Motor pool
personnel.
Categories of records in the system: Records of keys issued,
accountability of Government property and supplies, bonding of
collection officers, contractor officer designations, and discrepancy
reports. The records are primarily used by officers and employees of
the agency who have a need for the records in the performance of
their duties.
Authority for maintenance of the system: Title 40 U.S.C. Section
483; Title 5 U.S.C. generally; and Title 31 U.S.C. generally.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: The routine use
statements A, B, C, D, E, and G, described in the appendix following
the GSA notices, apply to this system of records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper forms.
Retrievability: Individual's name.
Safeguards: Buildings employ security guards and records are
maintained in areas accessible only to authorized personnel of TPUS.
Retention and disposal: Disposition of records shall be in
accordance with the HB, GSA Records Maintenance and Disposition
System (OAD P 1820.2).
System manager(s) and address: Executive Director (TS),
Transportation and Public Utilities Service, 425 I Street, NW,
Chester A. Arthur Building, Washington, DC 20406. Mailing address:
General Services Administration (TS), Washington, DC 20406.
Notification procedure: Individuals may obtain information about
whether they are part of this system of records from the regional
director of the applicable activity shown in the location portion of
this notice in which the individual is or was employed. If not known,
general inquiries should be made to the Office of the Executive
Director (TS), Transportation and Public Utilities Service, 425 I
Street, NW, Chester A. Arthur Building, Washington, DC 20406.
Record access procedures: Requests from individual to access
records should be addressed to the officials cited above. In person
requests may also be made during normal business hours at each
location listed in the appendix following this notice. For written
requests, the individual should provide full name, address, and
telephone number; approximate dates and places of employment; and any
other information which the individual believes would facilitate
locating the record. For personal visits, the individual should be
able to provide some acceptable identification such as a driver's
license or employment identification card. Only general inquiries may
be made by telephone.
Contesting record procedures: GSA rules for contesting records and
for appealing initial determinations are contained in 41 CFR part
105-64, published in the Federal Register.
Record source categories: Information in this system of records is
obtained from the individuals, agency supervisors, and personnel
action forms.
Appendix--GSA/TPUS Addresses of Locations
Region 1
John W. McCormack Post Office and Courthouse Office Square,
Boston, MA 02109.
Region 2
26 Federal Plaza, New York, NY 10007.
Region 3
9th and Market Streets, Philadelphia, PA 19107.
Region 4
75 Spring Street, SW, Atlanta, GA 30303.
Region 5
230 South Dearborn Street, Chicago, IL 60604.
Region 6
1500 E. Bannister Road, Kansas City, MO 64131.
Region 7
817 Taylor Street, Fort Worth, TX 76102.
Region 8
Building 41, Denver Federal Center, Denver, CO 80225.
Region 9
525 Market Street, San Francisco, CA 94105.
Region 10
GSA Center, Auburn, WA 98002.
National Capital Region
7th and D Streets SW, Washington, DC 20407.
Appendix
The following routine use statements will apply to General
Services Administration notices where indicated:
A. Routine Use--Law Enforcement: In the event that a system of
records maintained by this agency to carry out its functions
indicates a violation or potential violation of law, whether civil,
criminal or regulatory in nature, and whether arising by general
statute or particular program statute, or by regulation, rule or
order issued pursuant thereto, the relevant records in the system of
records may be referred, as a routine use, to the appropriate agency,
whether Federal, State, local, or foreign, charged with the
responsibility of investigating or prosecuting such violation or
charged with enforcing or implementing the statute, or rule,
regulation or order issued pursuant thereto.
B. Routine Use--Disclosure When Requesting Information: A record
from this system of records may be disclosed as a routine use to a
Federal, State, or local agency maintaining civil, criminal or other
relevant enforcement information or other pertinent information, such
as current licenses, if necessary, to obtain information relevant to
an agency decision concerning the hiring or retention of an employee,
the issuance of a security clearance, the letting of a contract, or
the issuance of a license, grant, or other benefit.
C. Routine Use--Disclosure of Requested Information: A record
from this system of records may be disclosed to a Federal agency, in
response to its request, in connection with the hiring or retention
of an employee, the issuance of a security clearance, the reporting
of an investigation of an employee, the letting of a contract, or the
issuance of a license, grant, or other benefit by the requesting
agency, to the extent that the information is relevant and necessary
to the requesting agency's decision, on the matter.
D. Routine Uses--Grievance, Complaint, Appeal: A record from this
system of records may be disclosed to an authorized appeal or
grievance examiner, formal complaints examiner, equal employment
opportunity investigator, arbitrator, or other duly authorized
official engaged in investigation or settlement of a grievance,
complaint, or appeal filed by an employee. A record from this system
of records may be disclosed to the United States Office of Personnel
Management in accordance with the agency's responsibility for
evaluation of Federal personnel management. To the extent that
official personnel records in the custody of GSA are covered within
systems of records published by the Office of Personnel Management as
Government-wide records, those records will be considered as a part
of that Government-wide system. Other official personnel records
covered by notices published by GSA and considered to be separate
systems of records may be transferred to the Office of Personnel
Management in accordance with official personnel programs and
activities as a routine use.
E. Routine Use--Congressional Inquiries: A record from this
system of records may be disclosed as a routine use to a Member of
Congress or to a Congressional staff member in response to an inquiry
of the Congressional office made at the request of the individual
about whom the record is maintained.
F. Routine Use--Private Relief Legislation: The information
contained in this systems of records may be disclosed to the Office
of Management and Budget in connection with the review of private
relief legislation at any stage of the legislative coordination and
clearance process.
G. Routine Use--GSA Agents: A record from this system of records
may be disclosed as a routine use (1) to an expert, a consultant, or
a contractor of GSA to the extent necessary to further the
performance of a Federal duty and (2) to a physician to conduct a
fitness-for-duty examination of a GSA officer or employee.
GSA/OAP-1
System name: Parties Excluded from Federal Procurement and
Nonprocurement Programs.
System location:
This system of records is located in the Office of Acquisition
Policy, General Services Administration, 18th and F Streets NW,
Washington, DC.
Categories of individuals covered by the system:
Individuals covered by the system are:
a. Individuals excluded from the Federal procurement or
nonprocurement programs by any Federal executive agency, or
individual sureties excluded from bid and performance bond activity;
b. Individuals, firms, sureties, or other parties referred to the
Office of Acquisition Policy by General Services Administration
offices for consideration for debarment or suspension from Federal
procurement programs or from acting as individual sureties in
procurement programs.
Categories of records in the system:
Records include correspondence from Federal agencies identifying
excluded individuals, firms, or parties, and the cause for exclusion
from Federal or nonprocurement programs; and case files on
individuals, firms, or parties referred to the Office of Acquisition
Policy, General Services Administration, to consider for suspension,
debarment, or exclusion as a Federal contractor, subcontractor, or an
individual surety.
Authority for maintenance of the system:
Federal Property and Administrative Services Act of 1949, as
amended, 41 U.S.C. 235b; Federal Acquisition Regulation (FAR) 9.4 and
28.2; Office of Federal Procurement Policy letter 82-1, June 24,
1982; EO 12549, February 18, 1986; and EO 12689, August 16, 1989.
Purpose(s):
To assemble in one system information to insure that: (1) Federal
contracts and designated subcontracts are awarded to responsible
firms, individuals, and other parties; (2) responsible persons (as
defined in agency regulations implementing EO 12549) engage in
covered transactions involving Federal financial or nonfinancial
assistance programs and benefits; and (3) individual sureties for bid
and performance bonds in Federal procurement programs are
responsible.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
a. To disclose records contracting officers and other Federal,
State, and local employees involved in procuring goods and services
with Federal funds and/or administering Federal financial or
nonfinancial assistance programs or benefits.
b. To disclose records to a Federal, State, local, or foreign
agency responsible for investigating, prosecuting, enforcing, or
carrying out a statute, rule, regulation, or order, where the records
indicate on their face or in conjunction with other records a
violation of civil or criminal law and regulation.
c. To disclose records to another Federal agency, a State or
local agency that administers Federal financial or nonfinancial
assistance programs or benefits, and the records are relevant and
necessary to an eligibility determination.
d. To disclose records for the purpose of performing a Federal
duty to an expert, consultant, contractor, State or local agency, or
financial institution.
e. To disclose information to an appeal, grievance, or formal
complaints examiner; equal employment opportunity investigator;
arbitrator; exclusive representative; or other official engaged in
investigating or settling a grievance, complaint, or appeal filed by
an employee, when these records are relevant and necessary to a
determination of the issue.
f. To disclose records to a requesting Federal agency in
connection with hiring or retaining an employee; issuing a security
clearance; reporting an employee investigation; clarifying a job;
letting a contract; or issuing a license, grant, or other benefit by
the requesting agency where the information is relevant and necessary
for a decision on a Federal financial or nonfinancial assistance
program or benefit.
g. To disclose records to a member of Congress or a congressional
staff member in response to an inquiry from that congressional office
made in behalf of a constituent, for information pertaining to that
constituent.
h. To disclose records to the Department of Justice when the
agency, any agency employee, or the United States is party to or has
interest in litigation, and using the records is relevant and
necessary for furtherance of the litigation.
i. To disclose information to a court or adjudicative body when
the agency, any agency employee, or the United States is party to or
has interest in litigation, and using the records is relevant and
necessary for the furtherance of the litigation.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Paper records and machine listings in file folders; disc storage
in automated electronic system.
Retrievability:
General Services Administration case files are retrieved by case
number and name of individual or firm. Correspondence from Federal
agencies relating to entries on the ``Lists of Parties'' (Lists) is
retrieved by agency. Information from the Lists automated data base
is retrieved by name and address, Taxpayer Identification Number, Dun
and Bradstreet Number, and by action agency.
Safeguards:
Paper records stored in lockable filing cabinets or secured
rooms. Computerized records protected by I.D./password security
system.
Retention and disposal:
Disposal of records is described in the HB, GSA Records
Maintenance and Disposition System (OAD P 1820.2).
System manager(s) and address:
Director, Office of GSA Acquisition Policy, General Services
Administration (VP), 18th and F Streets NW, Washington, DC 20405.
Notification procedure:
Inquiries from firms, individuals, or parties should be addressed
to the system manager.
Record access procedures:
Requests from firms and individuals should be addressed to the
system manager as noted above. For identification requirements see
the agency regulations outlined in 41 CFR part 105-64.
Contesting record procedures:
General Services Administration rules for contesting the contents
and appealing initial decisions are issued in 41 CFR part 105-64.
Record source categories:
Federal agencies and State and local law enforcement officials.
GSA/OAP-2
System name:
Acquisition Career Management Information System (ACMIS).
System location:
The system is maintained for GSA under contract. Contact the
System Manager for additional information.
Categories of individuals covered by the system:
Federal employees in acquisition and contracting jobs, including
personnel in the 1100 occupational series, contracting officers, and
other employees performing acquisition, contracting, and procurement
functions for Federal agencies.
Categories of records in the system:
The system contains information needed for managing the careers
and training of employees in the Federal acquisition occupational
field. Records may include but are not limited to: (1) Biographical
data such as name, birth date, and educational level; (2) work
related data such as service computation date and retirement
information, duty station, occupational series and grade, and Social
Security Number; and (3) training records.
Authority for maintenance of the system:
Sec. 37 of the Office of Federal Procurement Policy Act (41
U.S.C. 433).
Purpose(s):
To establish and maintain an electronic system to facilitate the
career management of Federal employees in acquisition occupations; to
ensure that employees meet mandated training requirements; and to
effectively manage training funds and the size and qualifications of
the Federal acquisition workforce. The system provides to management
and to employees in the system up-to-date information on employee
certification levels, qualification standards, academic degrees,
mandatory and other pertinent training, and warrant status.
Routine uses of the system records, including categories of users
and their purpose for using the system.
System information may be accessed and used by employees
themselves and their supervisors, designated analysts and managers,
and training centers, to track, verify, and update system
information. Designated program managers will use the information to
manage training funds and the size and strength of the Federal
acquisition workforce.
Information from this system also may be disclosed as a routine
use:
a. In any legal proceeding, where pertinent, to which GSA is a
party before a court or administrative body.
b. To a Federal, State, local, or foreign agency responsible for
investigating, prosecuting, enforcing, or carrying out a statute,
rule, regulation, or order when GSA becomes aware of a violation or
potential violation of civil or criminal law or regulation.
c. To an appeal, grievance, hearing, or complaints examiner; an
equal employment opportunity investigator, arbitrator, or mediator;
and an exclusive representative or other person authorized to
investigate or settle a grievance, complaint, or appeal filed by an
individual who is the subject of the record.
d. To the Office of Personnel Management (OPM), the Office of
Management and Budget (OMB), and the General Accounting Office (GAO)
in accordance with their responsibilities for evaluating Federal
programs.
e. To a Member of Congress or his or her staff on behalf of and
at the request of the individual who is the subject of the record.
f. To a requesting Federal agency in connection with the hiring,
retaining, or promotion of an employee where the information is
relevant and necessary for the decision.
g. To authorized officials of the agency that provided the
information for inclusion in ACMIS.
h. To an expert, consultant, or contractor of GSA in the
performance of a Federal duty to which the information is relevant.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of system records:
Storage:
All records are stored electronically in web-based computer
format.
Retrievability:
Records are retrievable by name and/or Social Security Number.
Group records are retrieved by organizational code.
Safeguards:
System records are safeguarded in accordance with the
requirements of the Privacy Act. Access is limited to authorized
individuals with passwords, and the database is maintained behind a
firewall certified by the National Computer Security Association.
Retention and disposal:
System records are retained and disposed of according to GAS
records maintenance and disposition schedules and the requirements of
the National Archives and Records Administration.
System manager(s) and address:
Director, Federal Acquisition Institute (MVI), General Services
Administration, 1800 F Street, NW, Washington, DC 20405.
Notification procedure:
Individuals wishing to inquire if the system contains information
about them should contact the system manager at the above address.
Record access procedure:
Individuals wishing to access their own records may do so by
password. Requests for access also may be directed to the system
manager.
Contesting record procedure:
Individuals in the system may amend their own records online, or,
as appropriate, request their manager or supervisor to amend the
record.
Record source categories:
The sources for information in the system are the individuals for
whom the records are maintained, the supervisors of those
individuals, existing agency systems, and the Office of the Personnel
Management's (OPM) Central Personnel Data File (CPDF).
GSA/Childcare-1
System name:
GSA Child Care Subsidy.
System location:
This system of records is maintained by the Office of Child Care
(D), 1800 F Street, NW, Washington, DC.
Categories of individuals covered by the system:
The individuals in the system are employees of the General
Services Administration who voluntarily apply for child care
subsidies.
Categories of records in the system:
Application forms for child care subsidy containing personal
information, including employee (parent) name, Social Security
Number, grade, home and work numbers addresses, telephone numbers,
total income, number of dependent children, and number of children on
whose behalf the parent is applying for a subsidy; information on
child care providers used, including name, address, provider license
number and State where issued, tuition cost, and provider tax
identification number; and copies of IRS Form 1040 and 1040A for
verification purposes.
Authority for maintenance of the system:
Pub. L. 106-58 and E.O. 9397.
Purpose(s):
To establish and verify GSA employees' eligibility for child care
subsidies in order for GSA to provide monetary assistance to its
employees.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Information from this system may be disclosed as a routine use:
a. To the Federal, State, or local agency responsible for
investigating, prosecuting, enforcing, or implementing a statute,
rule, regulation, or order, where the General Services Administration
becomes aware of a violation or potential violation of civil or
criminal law or regulation.
b. To a Member of Congress or to a congressional staff member in
response to a request for assistance from the Member by the
individual of record.
c. To another Federal agency or to a court when the Government is
party to a judicial proceeding before the court.
d. To the Office of Personnel Management or the General
Accounting Office when the information is required for evaluation of
the subsidy program.
e. To an expert, consultant, or contractor (including employees
of the contractor) of GSA if necessary to further the implementation
and operation of this program.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Information may be collected on paper or electronically and may
be stored as paper forms or on computers.
Retrievability:
By name; may also be cross-referenced to Social Security Number.
Safeguards:
When not in use by an authorized person, paper records are stored
in lockable metal file cabinets or secured rooms. Electronic records
are protected by the use of passwords.
Retention and disposal:
Disposition of records is according to the National Archives and
Records Administration (NARA) guidelines, as set forth in the
handbook, GSA Records Maintenance and Disposition System (OAD P
1820.2) and authorized GSA records schedules.
System manager(s) and address:
Associate Administrator for Child Care (D), General Services
Administration, 1800 F St., NW, Washington, DC 20405.
Notification procedure:
Individuals may submit a request on whether a system contains
records about them to: Associate Administrator for Child Care (D),
General Services Administration, 1800 F St., NW, Washington, DC
20405.
Record access procedures:
Requests from individuals for access to their records should be
addressed to the system manager.
Contesting record procedures:
GSA rules for access to systems of records, contesting the
contents of systems of records, and appealing initial determinations
are published in the Federal Register, 41 CFR part 105-64.
Record source categories:
Information is provided by GSA employees who apply for child care
subsidies. Furnishing of the information is voluntary.
GSA/Transit-1
System name:
Transportation Benefits Records.
System location:
System records are maintained by the Office of Management
Services, 1800 F St. NW, Washington, DC 20405; by the GSA Finance
Center in the Heartland Region, Kansas City, MO; and by each of GSA's
regional offices.
Categories of individuals covered by the system:
Employees applying for transit subsidies for use of public
transportation and vanpools to and from the workplace.
Categories of records in the system:
Record categories may include name, home address, Social Security
Number, work organization and location, mode of transportation, and
commuting costs.
Authority for maintenance of the system:
Pub. L. 101-509; E.O. 13150; 26 USC 132(f); 5 USC 5701-5733; and
Federal Employees Clean Air Incentives Act (section 2(a) of Pub. L.
103-172, found at 5 USC 7905.
Purpose(s):
To establish and maintain systems for providing monetary and non-
monetary transportation fringe benefits to employees who use mass
transportation and vanpools to commute to and from work.
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
System information is used to determine the eligibility of
applicants for transportation benefits and to disburse benefits to
eligible employees through the Department of the Treasury. The
information also may be disclosed as a routine use to:
a. The Federal, State, or local agency responsible for
investigating, prosecuting, enforcing, or implementing a statute,
rule, regulation, or order, where the General Services Administration
becomes aware of a violation or potential violation of civil or
criminal law or regulation.
b. A Member of Congress or to a congressional staff member in
response to a request for assistance by the subject of record.
c. Another Federal agency or to a court when the Government is
party to a judicial proceeding before the court.
d. The Office of Personnel Management or the General Accounting
Office when the information is required for evaluation of the subsidy
program.
e. An expert, consultant, or contractor of GSA in the performance
of a Federal duty to which the information is relevant.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
System records are stored electronically and on paper.
Retrievability:
Records may be retrieved by name, mode of transportation, Social
Security Number, or other identifier in the system.
Safeguards:
Records are safeguarded in accordance with the Privacy Act and
the Computer Security Act. Technical, administrative, and personnel
security measures ensure confidentiality and integrity of system
data. Access is limited to authorized individuals.
Retention and disposal:
Applications will be maintained for as long as the applicant is
an eligible participant in the subsidy program. System records are
retained and disposed of according to GSA records maintenance and
disposition schedules and the requirements of the National Archives
and Records Administration (NARA).
System manager(s) and address:
John Hughes, General Services Administration (BEAP), 1800 F
Street, NW, Washington, DC 20405.
Notification procedures:
Inquiries should be directed to the system manager at the above
address.
Record access procedures:
Requests for access to records should be directed to the system
manager. GSA rules for accessing records under the Privacy Act are
provided in 41 CFR part 105-64.
Contesting record procedures:
Requests to correct records should be directed to the system
manager. GSA rules for contesting record contents and for appealing
determinations are provided in 41 CFR part 105-64.
Record source categories:
Sources for information in the system are: employees submitting
applications for parking permits, vanpool membership, ridesharing
information, and transit subsidies; and other Federal agencies
participating in the program.
GENERAL SERVICES ADMINISTRATION
GENERAL SERVICES ADMINISTRATION
41 CFR PART 105-64--REGULATIONS IMPLEMENTING THE PRIVACY ACT OF 1974
Sec.
105-64.000 Scope of part.
105-64.001 Purpose.
105-64.002 Definitions.
Subpart 105-64.1--General Policy
105-64.101 Maintenance of records.
105-64.101-1 Collection and use.
105-64.101-2 Standards of accuracy.
105-64.101-3 Rules of conduct.
105-64.101-4 Safeguarding systems of records.
105-64.101-5 Inconsistent directives of GSA superseded.
105-64.102 Records of other agencies.
105-64.103 Subpoenas and other legal demands.
Subpart 105-64.2--Disclosure of Records
105-64.201 Conditions of disclosure.
105-64.202 Procedures for disclosure.
105-64.203 Accounting of disclosure.
Subpart 105-64.3--Individual Access to Records
105-64.301 Access procedures.
105-64.301-1 Form of requests.
105-64.301-2 Special requirements for medical records.
105-64.301-3 Granting access.
105-64.301-4 Denials of access.
105-64.301-5 Appeal of denial of access within GSA.
105-64.301-6 Geographic composition; addresses and telephone numbers of
regional Administrative Services Division directors.
105-64.302 Fees.
105-64.302-1 Records available at a fee.
105-64.302-2 Additional copies.
105-64.302-3 Waiver of fee.
105-64.302-4 Prepayment of fees over $25.
105-64.302-5 Form of payment.
105-64.302-6 Reproduction fee schedule.
Subpart 105-64.4--Requests to Amend Records
105-64.401 Submission of requests to amend records.
105-64.402 Review of requests to amend records.
105-64.403 Approval of requests to amend.
105-64.404 Denial of request to amend.
105-64.405 Agreement to alternative amendments.
105-64.406 Appeal of denial of request to amend a record.
105-64.407 Statements of disagreement.
105-64.408 Judicial review.
Subpart 105-64.5--Reporting New Systems and Altering Existing Systems
105-64.501 Reporting requirement.
105-64.502 Federal Register notice of establishment of new system or
alteration of existing system.
105-64.503 Effective date of new systems of records or alteration of an
existing system of records.
Subpart 105-64.6--Exemptions
105-64.601 General exemptions.
105-64.602 Specific exemptions.
Subpart 105-64.7--Assistance and Referrals
105-64.701 Requests for assistance and referral.
Authority: Sec. 205(c), 63 Stat. 390 (40 U.S.C. 486(c)); 88 Stat. 1897
(5 U.S.C. 552a).
Source: 50 FR 43139, Oct. 24, 1985, unless otherwise noted.
Sec. 105-64.000 Scope of part.
The policies and procedures for collecting, using, and disseminating
records maintained by GSA are subject to 5 U.S.C. 552a, and defined in
Sec. 105-64.002. Policies and procedures governing availability of
records in general are in parts 105-60 and 61 of this chapter. This part
also covers exemptions from disclosing personal information; procedures
guiding persons who wish to obtain information, or to inspect or correct
the content of records; accounting for disclosure of information;
requirements for medical records; and fees.
Sec. 105-64.001 Purpose.
This part implements 5 U.S.C. 552a (Pub. L. 93-579), known as the
Privacy Act of 1974 (referred to as the Act). This part states
procedures for notifying an individual of a GSA system of records
containing a record pertaining to him or her, procedures for gaining
access to or contesting the content of records, and other procedures for
carrying out the Act.
Sec. 105-64.002 Definitions.
For the purpose of this part 105-64, the terms listed below are
defined as follows:
(a) Agency means agency as defined in 5 U.S.C. 552(e);
(b) Individual means a citizen of the United States or a legal alien
admitted for permanent residence;
(c) Maintain means keep, collect, use, and disseminate;
(d) A record means any item, collection, or grouping of information an
agency maintains about a person, including, but not limited to, his or
her educational background, financial transactions, medical history, and
employment or criminal history, and that contains his or her name or
other identifying number of symbols such as a fingerprint, voiceprint,
or photograph;
(e) A system of records means any group of records under the control
of the agency from which information is retrieved by a person's name or
by an identifying number, symbols, or other identifiers assigned to that
individual;
(f) A statistical record means an item of information maintained for
statistical research or reporting purposes that is not used in making
any determination about an identifiable person, except as provided by
Section 8 of Title 13 U.S.C.;
(g) Routine use means using a record for the purpose for which it was
intended;
(h) System manager means the GSA employee who maintains a system of
records and who collects, uses, and disseminates the information in it;
(i) The subject individual means the person named or discussed in a
record or the person to whom a record refers;
(j) Disclosure means transferring a record, a copy of a record, or the
information contained in a record to someone other than the subject
individual, or the reviewing of a record by someone other than the
subject individual;
(k) Access means a transfer of a record, a copy of a record, or the
information in a record to the subject individual, or the review of a
record by the subject individual; and
(l) Solicitation means a request by an officer or employee of GSA for
a person to provide information about himself or herself.
Subpart 105-64.1--General Policy
Sec. 105.64.101 Maintenance of records.
Sec. 105.64.101-1 Collection and use.
(a) General. The system manager (also called the manager) should
collect information used for determining an individual's rights,
benefits, or privileges under GSA programs directly from the subject
individual if practical. The system manager should ensure that
information collected is used only as intended by the Act and these
regulations.
(b) Soliciting information. Manager must ensure that when information
is solicited, the person is informed of the authority for collecting it;
whether providing it is mandatory or voluntary; the purpose for which it
will be used; routine uses of the information; and the effect on the
individual, if any, of not providing the information. Heads of Services
and Staff Offices and Regional Administrators must ensure that forms
used to solicit information comply with the Act and these regulations.
(c) Soliciting a social security number. Before requesting a person to
disclose his or her social security number, ensure either:
(1) The disclosure is required by Federal statute, or;
(2) Disclosure is required under a statute or regulation adopted
before January 1, 1975, to verify the person's identity, and that it was
part of a system of records in existence before January 1, 1975.
If soliciting a social security number is authorized under paragraph (c)
(1) or (2) of this section, inform the person beforehand whether the
disclosure is mandatory or voluntary, by what legal or other authority
the number is requested, and the use that is to be made of it.
(d) Soliciting information from third parties. Officers or employees
must inform third parties requested to provide information about another
person of the reason for collecting the information.
Sec. 105.64.101-2 Standards of accuracy.
Managers should ensure that the records used by the Agency to make
determinations about an individual are maintained with the accuracy,
relevance, timeliness, and completeness needed to ensure fairness to the
individual.
Sec. 105.64.101-3 Rules of conduct.
Those who design, develop, operate, or maintain a system of records,
or any record, must review 5 U.S.C. 552a and the regulations in this
part and follow 41 CFR part 105-735, Standards of Conduct, for
protecting personal information.
Sec. 105.64.101-4 Safeguarding systems of records.
Managers must ensure that administrative, technical, and physical
safeguards are established to ensure the security and confidentiality of
records and to protect against possible threats or hazards which could
be harmful, embarrassing, inconvenient, or unfair to any individual.
They must protect personnel information contained in manual and
automated systems of records by using the following safeguards:
(a) Storing official personnel folders and work folders in a lockable
filing cabinet when not in use. The system manager may use an
alternative storage system if it provides the same security as a locked
cabinet.
(b) Designating other sensitive records that need safeguards similar
to those described in paragraph (a) of this section.
(c) Permitting access to and use of automated or manual personnel
records only to persons whose official duties require it, or to a
subject individual or to his or her representative.
Sec. 105.64.101-5 Inconsistent directives of GSA superseded.
This part 105-64 applies or takes precedence when any GSA directive
disagrees with it.
Sec. 105.64.102 Records of other agencies.
If a GSA employee receives a request to review records that are the
primary responsibility of another agency, but are maintained by or in
the temporary possession of GSA, the employee should consult with the
other agency before releasing the records. Records in the custody of GSA
that are the responsibility of the Office of Personnel Management (OPM)
are governed by rules issued by OPM under the Privacy Act.
Sec. 105-64.103 Subpoenas and other legal demands.
Access to systems of records by subpoena or other legal process must
meet the provisions of subpart 105-60.6 of this chapter.
Subpart 105-64.2--Disclosure of records.
Sec. 105-64.201 Conditions of disclosure.
GSA employees may not disclose any record to a person or another
agency without the express written consent of the subject individual
unless the disclosure is:
(a) To GSA officials or employees who need the information to perform
their official duties;
(b) Required by the Freedom of Information Act;
(c) For a routine use identified in the Federal Register;
(d) For Bureau of the Census use under Title 13 of the United States
Code;
(e) To someone who has assured GSA in writing that the record is to be
used solely for statistical research or reporting, and if it does not
identify an individual;
(f) To the National Archives of the United States as a record that has
historical or other value warranting permanent retention;
(g) To another agency or instrumentality under the jurisdiction or
control of the United States for a civil or criminal law enforcement
activity, if the head of the agency or instrumentality or the designated
representative has made a written request to GSA specifying the part
needed and the law enforcement agency seeking it;
(h) To a person showing compelling circumstances affecting someone's
health and safety not necessarily the subject individual (Upon
disclosure, a notification must be sent to the subject individual's last
known address);
(i) To either House of Congress or to a committee or subcommittee
(joint or of either House), to the extent that the matter falls within
its jurisdiction;
(j) To the Comptroller General or an authorized representative while
performing the duties of the General Accounting Office;
(k) Under an order of a court of competent jurisdiction; or
(l) To a consumer reporting agency under section 3(d) of the Federal
Claims Collection Act of 1966 (31 U.S.C. 3711(f)(1)).
Sec. 105-64.202 Procedures for disclosure.
(a) On receiving a request to disclose a record, the manager should
verify the requester's right to obtain the information under Sec. 105-
64.201. Upon verification, the manager may make the records available.
(b) If the manager decides the record can't be disclosed, he or she
must inform the requester in writing and state that the denial can be
appealed to the GSA Privacy Act Officer, General Services Administration
(ATRAI), for a final decision.
Sec. 105-64.203 Accounting of disclosure.
(a) Except for disclosures made under Sec. 105-64.201 (a) and (b), an
accurate account of each disclosure is kept and retained for 5 years or
for the life of the record, whichever is longer. The date, reason, and
type of information disclosed, as well as the name and address of the
person or agency to whom you disclosed it are noted.
(b) The manager also keeps with the account of information disclosed:
(1) A statement justifying the disclosure;
(2) Any documentation related to disclosing a record for statistical
or law enforcement use; and
(3) The written consent of the person concerned.
(c) Except when records are disclosed to agencies or instrumentalities
for law enforcement under Sec. 105-64.201(g) or from exempt systems (see
Subpart 105-64.6), accounts of information disclosed must be opened to
the person concerned, upon request. Procedures to request such access
are given in the following subpart.
Subpart 105-64.3--Individual Access to Records
Sec. 105-64.301 Access procedures.
Sec. 105-64.301-1 Form of requests.
(a) A person who wants to see a record or any information concerning
him or her that is contained in a system or records maintained in the
GSA Central Office should send a written request to the GSA Privacy Act
Officer, General Services Administration (ATRAI), Washington, DC 20405.
For records maintained in GSA regional offices, send the request to the
Director, Administrative Services Division at the address shown in
Sec. 105-64.301-6.
(b) Requests must be made in writing and must be labeled Privacy Act
Request both on the letter and on the envelope. The letter should
contain the full name and identifying number of the system as published
in the Federal Register; the full name and address of the subject
individual; a brief description of the nature, time, place, and
circumstances of the person's association with GSA; and any other
information that would indicate whether the information is in the system
of records. The 10-workday time limit for the agency to reply under
Sec. 105-64.301-3, begins when a request is received in the office of
the official identified in this section.
(c) Managers may accept oral requests for access, if the requester is
properly identified.
Sec. 105-64.301-2 Special requirements for medical records.
(a) A manager who receives a request for access to official medical
records belonging to the Office of Personnel Management and described in
Chapter 339, Federal Personnel Manual (records about entrance
qualification, fitness for duty, or records filed in the official
personnel folder), should refer the matter to a Federal medical officer
for a decision under this section. If no medical officer is available,
the manager should send the request and the medical reports to the
Office of Personnel Management for a decision.
(b) If the Federal medical officer believes the medical records
requested by the subject individual discuss a condition that a physician
would hesitate to reveal to the person, the manager may release the
information only to a physician designated in writing by the subject
individual, his or her guardian, or conservator. If the records contain
information the physician would likely disclose to the person, the
information may be released to anyone the person authorizes in writing
to receive it.
Sec. 105-64.301-3 Granting access.
(a) Upon receiving a request for access to nonexempt records, the
manager must make them available to the subject individual or
acknowledge the request within 10 workdays after it is received, stating
when the records will be available.
(b) If the manager expects a delay of more than the 10 days allowed,
he or she should state the reason why in the acknowledgement.
(c) If a request for access does not contain enough information to
find the records, the manager should request additional information from
the individual and is allowed 10 more workdays after receiving it to
make the records available or acknowledge receiving the request.
(d) Records are available during normal business hours at the offices
where the records are maintained. Requesters should be prepared to
identify themselves by signature and to show other identification
verifying their signature.
(e) Managers may permit an individual to examine the original of a
nonexempt record and, if asked, provide the person with a copy of the
record. Fees are charged only for copies given to the person, not for
copies made for the agency's convenience.
(f) A requester may pick up a record in person or receive it by mail,
directed to an address provided in the request. The manager should not
give a record to a third party to deliver to the subject individual,
except medical records as outlined in Sec. 105-64.301-2 or as described
in paragraph (g) of this section.
(g) If a person wants to have someone else accompany him or her while
reviewing a record or when obtaining a copy of it, he or she must first
sign a statement authorizing the disclosure of the record. The system
manager shall maintain this statement with the record.
(h) The procedure to review the account of disclosures is the same as
the procedures for reviewing a record.
Sec. 105-64.301-4 Denials of access.
(a) A manager may deny access to a record only if the information is
being compiled in reasonable acticipation of a civil action or
proceeding as provided under 5 U.S.C. 552(d)(5) or if rules published in
the Federal Register state that it is in a system of records that may
not be disclosed. These systems are described in subpart 105-64.6 of
this part.
(b) If a manager receives a request for access to a record in an
exempt system of record, he or she should forward it to the Head of the
Service or Staff Office or Regional Administrator, attaching an
explanation and recommending the request be denied or granted.
(c) If the manager is the Head of a Service or Staff Office or a
Regional Administrator, he or she retains the responsibility for
granting or denying the request.
(d) The head of the Service or Staff Office or Regional Administrator,
in consultation with legal counsel and other officials concerned, should
decide whether the requested record is exempt from disclosure and,
(1) If the record is not exempt, notify the system manager to grant
the request under Sec. 105-64.301-3; or
(2) If the record is part of an exempt system he or she should:
(i) Notify the requester that the request is denied, explain why it is
denied, and inform the requester of his or her right to have GSA review
the decision; or
(ii) Notify the manager to make the record available under Sec. 105-
64.301-3, even though it is in an exempted system.
(e) A copy of any denial of a request should be sent to the GSA
Privacy Act Officer (ATRAI).
Sec. 105-64.301-5 Appeal of denial of access within GSA.
(a) A requester who is denied access, in whole or in part, to records
pertaining to him or her may file an administrative appeal. Appeals
should be addressed to the GSA Privacy Act Officer, General Services
Administration (ATRAI), Washington, DC 20405, regardless whether the
denial was made by a Central Office or a regional official.
(b) Each appeal to the Privacy Act Officer must be in writing. The
appeal should be marked Privacy Act-Access Appeal, on the face of the
letter and on the envelope.
(c) On receiving an appeal, the Privacy Act Officer consults with the
manager, the official who made the denial, legal counsel, and other
officials concerned. If the Privacy Act Officer, after consultation,
decides to grant the request, he or she notifies the manager in writing
to grant access to the record under Sec. 105-64.301-3, or grants access
himself or herself and notifies the requester of that action.
(d) If the Privacy Act Officer decides the appeal should be rejected,
he or she sends the request file and any appeal, with a recommendation,
to the Deputy Administrator for a final administrative decision.
(e) If the Deputy Administrator decides to grant a request, he or she
promptly instructs the system manager in writing to grant access to the
record under 105-64.301-3. The Deputy Administrator sends a copy of
the instructions to the Privacy Act Officer, who notifies the requester.
(f) If the Deputy Administrator rejects an appeal, he or she should
promptly notify the requester in writing. This action constitutes the
final administrative decision on the request and should state:
(1) The reason for rejecting the appeal; and
(2) That the requester has the right to have a court review the final
decision under 105-64.408.
(g) The final decision must be made within 30 workdays from the date
the appeal is received by the Privacy Act Officer. The Deputy
Administrator may extend the time limit by notifying the requester in
writing before the 30 days are up. The Deputy Administrator's letter
should explain why the time was extended.
Sec. 105-64.301-6 Geographic composition, addresses and telephone
numbers for regional Administrative Services Division directors.
Region 1
Boston (includes Connecticut, Maine, Massachusetts, New Hampshire, Rhode
Island, and Vermont) Telephone: 617-223-5212
Director, Administrative Services Division, General Services
Administration (1BR), John W. McCormack Post Office and Courthouse,
Boston, MA 02109
Region 2
New York (includes New Jersey, New York, the Commonwealth of Puerto
Rico, and the Virgin Islands) Telephone: 212-264-8262
Director, Administrative Services Division, General Services
Administration (2BR), 26 Federal Plaza, New York, NY 10278
Region 3
Philadelphia (includes Delaware, Maryland, Pennsylvania, Virginia, and
West Virginia with the exception of the National Capital Region)
Telephone: 215-597-7926
Director, Administrative Services Division, General Services
Administration (3BR), Ninth and Market Streets, Philadelphia, PA
19107
Region 4
Atlanta (includes Alabama, Florida, Georgia, Kentucky, Mississippi,
North Carolina, South Carolina, and Tennessee) Telephone: 404-221-
3240
Director, Administrative Services Division, General Services
Administration (4BR), 75 Spring Street, SW, Atlanta, GA 30303
Region 5
Chicago (includes Illinois, Indiana, Michigan, Ohio, Minnesota, and
Wisconsin) Telephone: 312-353-8421
Director, Administrative Services Division, General Services
Administration (5BR), 230 South Dearborn Street, Chicago, IL 60604
Region 6
Kansas City (includes Iowa, Kansas, Missouri, and Nebraska) Telephone:
816-374-7581
Director, Administrative Services Division, General Services
Administration (6BR), 1500 East Bannister Road, Kansas City, MO
64131
Region 7
Fort Worth (includes Arkansas, Louisiana, New Mexico, Texas, and
Oklahoma) Telephone: 817-334-2350
Director, Administrative Services Division, General Services
Administration (7BR), 819 Taylor Street, Fort Worth, TX 76102
Region 8
Denver (includes Colorado, North Dakota, South Dakota, Montana, Utah,
and Wyoming) Telephone: 303-776-2231
Director, Administrative Services Division, General Services
Administration (8BR), Building 41, Denver Federal Center, Denver, CO
80225
Region 9
San Francisco (includes Hawaii, California, Nevada, and Arizona)
Telephone: 415-556-9130
Director, Administrative Services Division, General Services
Administration (9BR), 525 Market Street, San Francisco, CA 95105
Region 10
Auburn (includes Alaska, Idaho, Oregon, and Washington) Telephone: 206-
931-7128
Director, Administrative Services Division, General Services
Administration (10BR), GSA Center, Auburn, WA 98002
National Capital Region
Washington, DC (includes the District of Columbia, the counties of
Montgomery and Prince Georges in Maryland; the city of Alexandria
and the counties of Arlington, Fairfax, Loudoun, and Prince William
in Virginia) Telephone: 202-472-1650
Director, Adminstrative Services Division, General Services
Administration (WBR), Seventh and D Streets, SW, Washington, DC
20407
Sec. 105-64.302 Fees.
Sec. 105-64.302-1 Records available at a fee.
The manager shall provide one copy of a record to a requester for the
fee stated in Sec. 105-64.302-6.
Sec. 105-64.302-2 Additional copies.
A reasonable number of additional copies shall be provided for a fee
if a requester cannot get copies made commercially.
Sec. 105-64.302-3 Waiver of fee.
The manager should make a copy of a record of up to 50 pages at no
charge to a requester who is a GSA employee. The manager may waive the
fee if the cost of collecting it is nearly as large as or greater than
the fee, or if furnishing the record without charge is customary or in
the public interest.
Sec. 105-64.302-4 Prepayment of fees over $25.
If a fee is likely to exceed $25, the manager notifies the person to
pay the fee before GSA can make the records available. GSA will remit
any overpayment or will send the requester a bill for any change over
the amount paid.
Sec. 105-64.302-5 Form of payment.
Copies must be paid for by check or money order made out to the
General Services Administration and addressed to the system manager.
Sec. 105-64.302-6 Reproduction fee schedule.
(a) The fee for copying a GSA record (by electrostatic copier) of 8 by
14 inches or less is 10 cents a page.
(b) The fee for copying a GSA record more than 8 by 14 inches or one
that does not permit copying by routine procedures is the same as that
charged commercially.
Subpart 105-64.4--Requests To Amend Records
Sec. 105-64.401 Submission of requests to amend records.
A person who wants to amend a record containing personal information
should send a written request to the GSA Privacy Act Officer. A GSA
employee who want to amend personnel records should send a written
request to the General Services Administration, Director of Personnel
(EP), Washington, DC 20405. It should show evidence of and justify the
need to amend the record. Both the letter and the envelope should be
marked ``Privacy Act-Request to Amend Record''.
Sec. 105-64.402 Review of requests to amend records.
(a) Managers must acknowledge a request to amend a record within 10
workdays after receiving it. If possible, the acknowledgment should
state whether the request will be granted or denied, under Sec. 105-
64.404.
(b) In reviewing a record in response to a request to amend, the
manager should weigh the accuracy, relevance, timeliness, and
completeness of the existing record compared to the proposed amendment
to decide whether the amendment is justified. On a request to delete
information, the manager should also review the request and the existing
record to decide whether the information is needed by the agency under a
statute or an Executive order.
Sec. 105-64.403 Approval of requests to amend.
If a manager decides that a record should be amended, he or she must
promptly correct it and send the person a corrected copy. If an
accounting of disclosure was created to document disclosure of a record,
anyone who previously received the record must be informed of the
substance of the correction and sent a copy of the corrected record. The
manager should advise the Privacy Act Officer that the request to amend
was approved.
Sec. 105-64.404 Denial of requests to amend.
(a) If a manager decides that amending a record is improper or that it
should be amended in a different way, he or she refers the request and
recommendation to the Head of the Service or Staff Office or Regional
Administrator through channels.
(b) If the Head of the Service or Staff Office or Regional
Administrator decides to amend the record as requested, he or she should
promptly return the request to the manager with instructions to make the
amendment under Sec. 105-64.403.
(c) If the Head of the Service or Staff Officer or Regional
Administrator decides not to amend the record as requested, he or she
should promptly advise the requester in writing of the decision. The
letter shall:
(1) State the reason for denying the request;
(2) Include proposed alternate amendments, if appropriate;
(3) State the requester's right to appeal the denial; and
(4) Tell how to proceed with an appeal.
(d) The Privacy Act Officer must be sent a copy of the original denial
of a request to amend a record.
Sec. 105-64.405 Agreement to alternative amendments.
If the letter denying a request to amend a record proposes alternate
amendments and the requester agrees to them, he or she must notify the
official who signed the letter. The official should promptly instruct
the manager to amend the record under Sec. 105-64.403.
Sec. 105-64.406 Appeal of denial of request to amend a record.
(a) A requester who is denied a request to amend a record may appeal
the denial. The appeal should be sent to the General Services
Administration, Privacy Act Officer (ATRAI), Washington, DC 20405. If
the request involves a record in a GSA employee's official personnel
folder, as described in Chapter 293 of the Federal Personnel Manual, the
appeal should be addressed to the Director, Bureau of Manpower
Information Systems, Office of Personnel Management, Washington, DC
20415.
(b) The appeal to the Privacy Act Officer must be in writing and be
received within 30 calendar days after the requester receives the letter
stating the request was denied. It should be marked ``Privacy Act--
Appeal,'' both on the front of the letter and the envelope.
(c) On receiving an appeal, the Privacy Act Officer should consult
with the manager, the official who made the denial, legal counsel, and
other officials involved. If the Privacy Act Officer, after consulting
with these officials, decides that the record should be amended as
requested, he or she must promptly inform the manager to amend it under
Sec. 105-64.403 and shall notify the requester.
(d) If the Privacy Act Officer, after consulting with the officials
listed in the above paragraph, decides to reject an appeal, he or she
should send the file, with a recommendation, to the Deputy Administrator
for a final administrative decision.
(e) If the Deputy Administrator decides to change the record, he or
she should promptly instruct the manager in writing to amend it under
Sec. 105-64.403 and send a copy of the instruction to the Privacy Act
Officer, who shall notify the requester.
(f) If the Deputy Administrator rejects an appeal, he or she should
promptly notify the requester in writing. This is the final
administrative decision on the request and should include:
(1) Why the appeal is rejected;
(2) Alternate amendments that the requester may accept under Sec. 105-
64.405;
(3) Notice of the requester's right to file a Statement of
Disagreement that must be distributed under Sec. 105-64.407; and
(4) Notice of requester's right to seek court review of the final
administrative decision under Sec. 105-64.408.
(g) The final agency decision must be made within 30 workdays from the
date the Privacy Act Officer receives the appeal. In unusual
circumstances, the Deputy Administrator may extend this time limit by
notifying the requester in writing before the 30 days are up. The notice
should explain why the limit was extended.
Sec. 105-64.407 Statements of disagreement.
On receiving a final decision not to amend a record, the requester may
file a Statement of Disagreement with the manager. The statement should
explain why the requester believes the record to be inaccurate,
irrelevant, untimely, or incomplete. The manager must file the statement
with the records and include a copy of it in any disclosure of the
record. The manager must also provide a copy of the Statement of
Disagreement to any person or agency to whom the record has been
disclosed if the disclosure was made under the accounting requirement of
Sec. 105-64.202.
Sec. 105-64.408 Judicial review.
For up to 2 years after the final administrative decision under
Sec. 105-64.301-4 or Sec. 105-64.406, a requester may seek to have the
court overturn the decision. A civil action must be filed in the Federal
District Court where the requester lives or has his or her principal
place of business, where the agency records are maintained, or in the
District of Columbia.
Subpart 105-64.5--Reporting New Systems and Altering Existing Systems
Sec. 105-64.501 Reporting requirement.
(a) At least 90 calendar days before establishing a new system of
records, the manager must notify the Associate Administrator for Policy
and Management Systems. The notification must describe and justify each
system of records. If the Associate Administrator decides to establish
the system, he or she should submit a proposal, at least 60 days before
establishing the system, to the President of the Senate, the Speaker of
the House of Representatives and the Director of the Office of
Management and Budget for evaluating the effect on the privacy and other
rights of individuals.
(b) At least 90 calendar days before altering a system of records, the
responsible manager must notify the Associate Administrator for Policy
and Management Systems. The notification must describe and justify
altering the system of records. If the Associate Administrator decides
to alter the system, he or she should submit a proposal, at least 60
calendar days before altering the system, to the President of the
Senate, the Speaker of the House of Representatives, and the Director of
the Office of Management and Budget for evaluating the effect on the
privacy and other rights of individuals.
(c) Reports required by this regulation are exempt from reports
control.
Sec. 105-64.502 Federal Register notice of establishment of new
system or alteration of existing system.
The Associate Administrator for Policy and Management Systems must
publish in the Federal Register a notice of intent to establish or alter
a system of records:
(a) If he or she receives notice that the Senate, the House of
Representatives, and the Office of Management and Budget (OMB) do not
object to establishing or altering a system of records, or
(b) If 30 calendar days after submitting the proposal neither OMB nor
the Congress objects.
Sec. 105-64.503 Effective date of new systems of records or
alteration of an existing system of records.
When there is no objection to establishing or changing a system of
records, it becomes effective 30 calendar days after the notice is
published in the Federal Register.
Subpart 105-64.6--Exemptions
Sec. 105-64.601 General exemptions.
The following systems of records are exempt from the Privacy Act of
1974, except subsections (b); (c) (1) and (2); (e)(4) (A) through (F);
(e) (6), (7), (9), (10), and (11); and (i) of the Act:
(a) Incident Reporting System, GSA/PBS-3.
(b) Investigation Case Files, ADM-24.
The systems of records GSA/PBS-3 and GSA/ADM-24 are exempt to the extent
that information in them relates to enforcing the law, including police
efforts to prevent, control, or reduce crime or to apprehend criminals;
to the activities of prosecutors, courts, and correctional, probation,
pardon, or parole authorities; and to (1) information compiled to
identify criminal offenders and alleged offenders, consisting of records
of arrests, disposition of criminal charges, sentencing, confinement,
release, parole, and probation; (2) information compiled for a criminal
investigation, including reports of informants and investigators that
identify a person; or (3) reports that identify a person and were
prepared while enforcing criminal laws, from arrest or indictment
through release from parole. The law exempts these systems to maintain
the effectiveness and integrity of the Federal Protective Service and
the Office of Inspector General.
Sec. 105-64.602 Specific exemptions.
The following systems of records are exempt from subsections (c)(3);
(d); (e)(1); (e)(4) (G), (H), and (I); and (f) of the Privacy Act of
1974;
(a) Incident Reporting System, GSA/PBS-3.
(b) Investigation Case Files, GSA/ADM-24.
(c) Security Files, HSA/HRO-37.
The systems are exempt (1) if they contain investigatory material
compiled for law enforcement. However, if anyone is denied a right,
privilege, or benefit for which they would otherwise be eligible because
of the material, it should be provided to the person, except if it
discloses the identify of a Government source of information which there
is an express promise of confidentiality or before the effective date of
this section, under an implied promise of confidentiality and (2)
investigatory material compiled solely to decide suitability,
eligibility, or qualification for Federal employment, military service,
Federal contracts, or access to classified information, when disclosing
the material would reveal the identity of a confidential Government
informant, or prior to the effective date of this section, under an
implied promise that their identity is to be held in confidence. The
systems are exempted to maintain the effectiveness and integrity of
investigations conducted as part of the Federal Protective Service,
Office of Inspector General, and Office of Internal Security law
enforcement duties or their responsibilities in the areas of Federal
employment, Government contracts, and access to security classified
information.
Subpart 105-64.7--Assistance and Referrals
Sec. 105-64.701 Requests for assistance and referral.
Requests for assistance and referral to a system manager or other GSA
employee charged with implementing these regulations are made to the GSA
Privacy Officer (ATRAI), General Services Administration, Washington, DC
20405.